Uploading Vehicle information into your PayByPhone Business Account

Vehicles are one of the key objects to manage with the PayByPhone Business Account.

With the roles of Account Owner,  Business Manager, or Business Admin, you have the ability to create Vehicle Profiles in two ways:

1. Single Business Vehicle Profile creation using the “add vehicle” modal
2. Bulk Vehicle Profile creation using file upload.

Table of Contents:

Uploading Vehicle information into your PayByPhone Business Account.

Step 1 - Navigate to the Vehicle menu.

Step 2 - Click on the Upload Button

Step 3 - Follow the steps on the upload dialog

Step 4 - Confirmation

FAQ - Examples of template file for upload

FAQ - Vehicle Upload Error List

If a row has an error in any field, that row will not be uploaded and no vehicle profile will be created for that row of data.

Details about Countries, States, Provinces and Plate numbers.

ISO 3166-1 alpha-2 country codes:

ISO 3166-2:CA Province Codes

ISO 3166-2:US State Codes

The process requires a few steps to complete:

Step 1 - Navigate to the Vehicle menu.

Select  Vehicles from the menu to the left.

 

Step 2 - Click on the Upload Button

Click the Upload button at the top of the screen.

This will open the upload dialogue box.

Step 3 - Follow the steps on the upload dialog

1. Click the Download this document text at the top of the screen.
2. Add your vehicle details (check that the data format is correct using the details of ISO-3166 at the end of this document).

• License Plate (US), Immatriculation (FR), or Number Plate (UK) [required]
• Only alphanumeric characters will be stored, all other characters will be removed.
• Country Code: ISO-3166-1 alpha-2. [required]
  • Example: FR: France, UK: United Kingdom, CH: Switzerland
  • State or Province: Use ISO 3166-2: CA or ISO 3166-2: US format [required]
    • Example WA: Washington State, NY: New York State
    • Example: QC: Province of Quebec.
• Vehicle Identification Number (VIN) [optional]
  • If any values are entered but do not meet the requirements the bulk vehicle upload will fail.
  • Requirement: VIN is exactly 17-characters.
  • Requirement: When alphabetic characters are used in VIN the letters A to H or J to N or P or R to Z are accepted. The VIN may not contain letters “I”, “O” or “Q”.
  • Requirement: Valid numeric characters are 0,1,2,3,4,5,6,7,8,9.
  • Requirement: Alphabetic numbers can be accepted as upper and lowercase letters, but they will be stored as UPPER CASE in the system.
• Save the template as a *.csv file. (comma-separated values)
• Click on “Upload” to upload the CSV file that you have saved.

Step 4 - Confirmation

The Vehicle Profiles are validated before displayed in the Vehicles section of the PayByPhone Business Portal.

If there are any errors with the data upload process, a message will be provided to the user.  Please check to ensure that no error messages are sent and confirm that the file was uploaded correctly

 

FAQ - Examples of template file for upload

TEMPLATE 1: Vehicle upload template for CA or US business clients:

License Plate Number (required)

Country ISO-3166 alpha-2 (required)

State ISO 3166-2:US Province ISO 3166-2:CA (required)

VIN [Vehicle Identification Number ISO-3779] (Optional)

TEMPLATE 2: Vehicle upload template for All other business clients

Number Plate / Registration Plate / Plaques d’Immatriculation (required)

Country ISO-3166 alpha-2 (required)

VIN [Vehicle Identification Number ISO-3779] (Optional)

 

FAQ - Vehicle Upload Error List

If a row has an error in any field, that row will not be uploaded and no vehicle profile will be created for that row of data.

• If the file that you have uploaded has errors.  You will receive an error message that describes the row with the errors and error type.
• Once the errors are corrected, that row of data can be uploaded, or the Vehicle Profile  can be created using the “Add Vehicle” Button
• If a row of data includes matching vehicle information of an existing Vehicle Profile, the uploaded data will overwrite the data in the existing Vehicle Profile.
• A common error for vehicle file upload occurs when a file is edited in a text editor (not an Excel or Google Sheets spreadsheet program.
• The vehicle identification number (VIN) column is optional. If data is entered into the field it must match the format of a VIN number, or there will be an error on upload.

 

Details about Countries, States, Provinces and Plate numbers. 

If the country of your Business Account is set to US (United States of America):

• THEN Vehicles could have a US country code + any valid ISO 3166-2:US state code
• THEN Vehicles could have a CA country code + any valid ISO 3166-2:CA Province code
• If any rows of vehicle data in the file uploaded have a vehicle country code that is not CA or US, the row of data will be considered to be an error and will be rejected.

If the country of your Business Account is set to CA (Canada):

• THEN Vehicles could have a US country code + any valid ISO 3166-2:US state code
• THEN Vehicles could have a CA country code + any valid ISO 3166-2:CA Province code
• If any rows of vehicle data in the file uploaded have a vehicle country code that is not CA or US, the row of data will be considered to be an error and will be rejected.

If the country of your Business Account is set to a value other than US (United States)  or CA (Canada) then it is valid for the vehicles listed in the uploaded file to have any valid ISO-3166 alpha-2 country code except US or CA.

 

ISO 3166-1 alpha-2 country codes:

ISO 3166 alpha-2  is the international standard used to define the 2-letter abbreviations for all of the countries of the world.  This system ensures that the data is stored accurately and can be used by all systems in a consistent manner.  The specific codes are listed below.

AT, Austria

BE, Belgium

BG, Bulgaria

HR, Croatia

CH, Switzerland

CY, Cyprus

CZ, Czech Republic

DK, Denmark

EE, Estonia

FI, Finland

FR, France

DE, Germany

GR, Greece

HU, Hungary

IE, Ireland, Republic of (EIRE)

IT, Italy

LV, Latvia

LT, Lithuania

LU, Luxembourg

MT, Malta

NL, Netherlands

PL, Poland

PT, Portugal

RO, Romania

SK, Slovakia

SI, Slovenia

ES, Spain

SE, Sweden

GB, United Kingdom (Great Britain)

US-United States of America

CA-Canada

 

ISO 3166-2:CA Province Codes:

ISO 3166  is the international standard used to define the 2-letter abbreviations for the provinces of Canada.  This system ensures that the data is stored accurately and can be used by all systems in a consistent manner.  The specific codes are listed below.

Code	Subdivision name (en)	Subdivision name (fr)	Subdivision category
CA-AB	Alberta	Alberta	Province
CA-BC	British Columbia	Colombie-Britannique	Province
CA-MB	Manitoba	Manitoba	Province
CA-NB	New Brunswick	Nouveau-Brunswick	Province
CA-NL	Newfoundland and Labrador	Terre-Neuve-et-Labrador	Province
CA-NS	Nova Scotia	Nouvelle-Écosse	Province
CA-ON	Ontario	Ontario	Province
CA-PE	Prince Edward Island	Île-du-Prince-Édouard	Province
CA-QC	Quebec	Québec	Province
CA-SK	Saskatchewan	Saskatchewan	Province
CA-NT	Northwest Territories	Territoires du Nord-Ouest	Territory
CA-NU	Nunavut	Nunavut	Territory
CA-YT	Yukon	Yukon	Territory

 

ISO 3166-2:US State Codes:

ISO 3166  is the international standard used to define the 2-letter abbreviations for the states of the United States of America.  This system ensures that the data is stored accurately and can be used by all systems in a consistent manner.  The specific codes are listed below.

Code	Subdivision name (en)	Subdivision category
US-AL	Alabama	state
US-AK	Alaska	state
US-AZ	Arizona	state
US-AR	Arkansas	state
US-CA	California	state
US-CO	Colorado	state
US-CT	Connecticut	state
US-DE	Delaware	state
US-FL	Florida	state
US-GA	Georgia	state
US-HI	Hawaii	state
US-ID	Idaho	state
US-IL	Illinois	state
US-IN	Indiana	state
US-IA	Iowa	state
US-KS	Kansas	state
US-KY	Kentucky	state
US-LA	Louisiana	state
US-ME	Maine	state
US-MD	Maryland	state
US-MA	Massachusetts	state
US-MI	Michigan	state
US-MN	Minnesota	state
US-MS	Mississippi	state
US-MO	Missouri	state
US-MT	Montana	state
US-NE	Nebraska	state
US-NV	Nevada	state
US-NH	New Hampshire	state
US-NJ	New Jersey	state
US-NM	New Mexico	state
US-NY	New York	state
US-NC	North Carolina	state
US-ND	North Dakota	state
US-OH	Ohio	state
US-OK	Oklahoma	state
US-OR	Oregon	state
US-PA	Pennsylvania	state
US-RI	Rhode Island	state
US-SC	South Carolina	state
US-SD	South Dakota	state
US-TN	Tennessee	state
US-TX	Texas	state
US-UT	Utah	state
US-VT	Vermont	state
US-VA	Virginia	state
US-WA	Washington	state
US-WV	West Virginia	state
US-WI	Wisconsin	state
US-WY	Wyoming	state
US-DC	District of Columbia	district
US-AS	American Samoa	outlying area
US-GU	Guam	outlying area
US-MP	Northern Mariana Islands	outlying area
US-PR	Puerto Rico	outlying area
US-UM	United States Minor Outlying Islands	outlying area
US-VI	Virgin Islands, U.S.	outlying area