EMaC Policy Import

Overview

The EMaC Policy Import is a two-step process involving two files: the fleet file and the benefits file. The fleet file is the primary file and must always be processed first. The benefits file is processed second and completes the EMaC policy import. Both files are required for a successful import.

Files Required

1. emacFleetFile.csv
2. emacBenefitsFile.csv

File Format

Comma Separated Values - *.csv
Encoding - UTF-8

EMaC Fleet File

Column Position	EMaC Contract Field	Mapped ViSN Field	Data Type	Validation / Format	Max Length	Mandatory	Notes
A	Agreement ID	Policy Number	string	Required	50	Yes
B	Reference	Policy Reference	string	Required	50	Yes	Used to link the benefits file to the fleet file.
C	DealerGroupId	Customer Account Number	string	Special alphanumeric characters allowed	50	No	If provided and matched to an existing customer account number in ViSN, the vehicle is mapped to that customer.
D	DealerGroup	Purchase Location (Group)	string	Special characters allowed	150	No
E	DealerID	Purchase Location Code	string	Special characters allowed	10	No
F	DealerName	Purchase Location (Site)	string	Special characters allowed	150	No
G	CampaignId	Ignored	-	Not used	-	No	This column is ignored during import.
H	CampaignName	Product Type	string	Special characters allowed	100	No
I	SaleDate	Purchase Date	date	DDMMYYYY	8	No	Must be a valid date when provided.
J	StartDate	Policy Start Date	date	DDMMYYYY	8	No	Must be a valid date when provided. When multiple rows exist for the same VRM, the row with the latest StartDate is used to populate common fields such as make, customer, driver, and registration details.
K	EndDate	Policy End Date	date	DDMMYYYY	8	No	Must be a valid date when provided.
L	StatusDescription	Status Description	string	Special characters allowed	100	No
M	Term	Policy Term	string	Special characters allowed	2	No
N	IsOpenTerm	Open Ended	string	Must be 1 or 0	1	No	1 and 0 are treated as boolean values in the import.
O	SalesPerson	Sales Person	string	Special characters allowed	150	No
P	CustomerName	First Name of Policy Holder	string	Special characters allowed	150	No	EMaC sends this as a single full name string. It is saved as first name.
Q	Address1	Policy Holder Building Name/Number	string	Special characters allowed	50	No
R	Address2	Policy Holder Street	string	Special characters allowed	100	No
S	Address3	Policy Holder District	string	Special characters allowed	100	No
T	Address4	Policy Holder Town	string	Special characters allowed	100	No
U	Address5	Policy Holder County	string	Special characters allowed	100	No
V	Postcode	Policy Holder Postcode	string	Standard postcode validation	7	No	Spaces are removed before validation.
W	EmailAddress	Policy Holder Email Address	string	Standard email validation	50	No	Email addresses are converted to lowercase.
X	TelephoneDay	Policy Holder Phone (Work)	string	Alphanumeric characters allowed	11	No
Y	TelephoneEve	Policy Holder Phone (Home)	string	Alphanumeric characters allowed	11	No
Z	TelephoneMobile	Policy Holder Mobile	string	Alphanumeric characters allowed	11	No
AA	VehicleMake	Vehicle Make	string	Special characters allowed	20	No
AB	VehicleModel	Vehicle Model	string	Special characters allowed	100	No
AC	RegistrationNumber	VRM	string	Standard vehicle registration validation	10	Yes
AD	VIN	VIN	string	Alphanumeric characters allowed	17	No
AE	DateFirstRegistered	Date of First Registration	date	DDMMYYYY	8	No	Must be a valid date when provided.
AF	Mileage	Mileage	number	Numeric value	30	No

EMaC Benefits File

Column Position	EMaC Contract Field	Mapped ViSN Field	Data Type	Validation / Format	Max Length	Mandatory	Notes
A	AgreementID	Ignored	-	Not used	-	No	This column is ignored during import.
B	Reference	Policy Reference	string	Required	50	Yes	This is the link between the benefits file and the fleet file.
C	AgreementBenefitId	Agreement Benefit Id	string	Special characters allowed	20	No
D	Benefit	Included Benefit	string	Special characters allowed	100	No
E	BenefitType	Ignored	-	Not used	-	No	This column is ignored during import.
F	ExclusionDays	Ignored	-	Not used	-	No	This column is ignored during import.

Related Guides

1. For the BigQuery table flow, see EMaC BigQuery Import Flow.
2. For scheduler setup, see Creating EMaC Policy Import Schedulers.
3. For a full operator walkthrough, see Running an EMaC Policy Import End to End.

Key Behaviours

1. Each row in the fleet file represents a policy.
2. A vehicle can have multiple policies.
3. If multiple rows exist for the same VRM, they are combined and imported as a single vehicle with multiple policies.
4. When multiple rows exist for the same VRM, the row with the latest StartDate is used to populate shared fields such as make, customer, driver, and registration details.
5. Benefits are linked to the fleet file using Reference.
6. If multiple benefit rows exist for the same Reference, they are grouped together under that policy.
7. If an existing policy is not present in the latest EMaC import, it is treated as cancelled during the merge step.
8. If reimportAll is enabled, all vehicles in the import are re-imported, even if no changes are detected.
9. If shouldTerminate is enabled, vehicles already imported for EMaC but not present in the supplied fleet file are marked as terminated.

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Status: Approved
Category: Protected
Authored By: Hadley on Apr 14, 2026