[Meeting] Flowbird Process

[dianamartin]

Objective

We'd like to get a deeper understanding of the reporting issues with Flowbird.

Participants

Van, Ashlande, John, Diana, Peggy, Chrispin? Crystal?

Agenda

Add agenda here or create agenda from this template and add link.

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• [x] Schedule meeting
• [ ] Optional: Schedule debrief
• [x] Meet and take notes
• [ ] Optional: Debrief with DTS team members
• [ ] Create resulting issues

[dianamartin]

Diana's Notes

Access to appropriate reports Starting from the beginning of July Work with technical staff with Flowbird

Agenda

Get into Smartfolio Download the report - still a problem (missing a Batch ID)

• Emailed the file to Ashlande
• would like to pull the report themselves
• need to
• tons of records
• not productive to the team

Steps

• log in
• MyParkfolio
• My Collection
• Report system - 3rd party system (they say they can't add things, not their report)
• Download 1 week at a time, a little over a week at a time
• Can't pick the date range, the date range doesn't match. Need to do by batches
  • Sometimes it's way too large
• Opening email she sent to Van 8/10 (Darren sent this file)
  • Asks for the report weekly or every 2 weeks
• Opening in Excel
• Acquired - associated to batches, batch number identifier shows here
  • What does batches mean? Not sure what it means
  • Batches, designated to the bank
  • 1 through 999
• FISERV - batch number is not matching
• Daily reports, PDF

It's not a straight forward 1 to 1.

Formatting

Identifies the batches

• Flowbird downloaded records - pivot table

• Batch ID

• Amount References FISERV - report - looks for credit report

• highlighting to equal the FISERV sum $28k

New Process - beginning of July

• new column
• vlookup (new function: xlookup) Crashes in excel, 32 bit v. 64 bit Can't save

Sometimes it skips

• identifies when it skips

J Question: why does the batch IDs number don't match anymore?

• Asked Ashlande, she said that Darren hasn't responded

Location Template

• Copy a tab Location Template to create vlookup
• 1031 meter locations
• shows up at NA, new or old meter
• Location template is only added to, never deleted
• Van is reviewing the parking machine information from Jeremy
• Save formula in Word Doc
• copying and pasting is when it crashes
  • 71 k record
• Transaction Date based on FISERV BOA
  • Makes another pivot table
  • Card Time
  • Amount
• Updates the Grand Total column, gives the deposit total
• Location Names have a whole different funding
  • Ashlande talks to Jeremy for ones that don't match to the Location Template

She has to do this 3 times

• Paying physically at the meters 885, goes to the bank account

• Tx_austinpard - pull this report, not running as batches

• Blend of data from site:

  • Banking Contract Austin (Transaction date - correct)
  • Parks and Pools (Transaction date - correct)
  • Apps Pool (Transaction date is before)

Checks the Controllers Office Data online - Controller Site

• FlowBird

• FISERV

• Controllers Weren't making sense. AMEX Deposits

• FISERV report - said we should have gotten something

• Controller Report had no deposit

• Might need to ask for the money back

• Chargebacks? Finance isn't sure

  • Customer pays, took the machine money
  • Refund in SmartFolio, FISERV report doesn't show it until later..

MCVD - this is lump summed in a line item in controller's site AMEX - separate line item in the controller's site

Sales Tax

• Remove sales tax template
• Create CR

FISERV - BankofAmerica

• Business Track website 881 - ATD 885 - Parks and Rec plus new physical meters pool 883 - App/Web

FlowBird Hub

• Download "Mobile" - still missing card type
• Download "Web" - still missing card type - purchasing a "pass", not assigned to a certain location
• Download "TVM" - physical meter (part of SmartFolio)
  • Limit to 1000 records
  • Card type in a field (MC/VS/AMEX - 4 digits)

Cash Process

• Parking Meters - to collect money, take to Brinks

[dianamartin]

7/20 to 8/10 - export from FlowBird

[ChrispinP]

Chrispin's Notes

• VLOOKUP used for Location column from the Location Template worksheet. (Can be updated to an XLOOKUP)
• The report is filtered by the corresponding batches
• Location Template must be constantly updated with new meters (Can this be updated to a Range or Sequence so that individual meter numbers dont need to be added to the template)
• Copies selected records from filtered batches over to new file and sheet (Reason for not doing in same file?)
• Corresponding Pivot Table created for Card Types, Locations, and Sums (Can have Pivot Table update automatically with new values)
• Pivot Table sum should match FISERV total (DESC ID looks like the unique identifier for the bank amount)
• Should we build a sheet with an IF function to check matching records for amount discrepancies that have occurred and may occur in the future?
• Flowbird batches by record count or frequency? We should understand how it determines batches.
• All records should have unique IDs from exports (In Flowbird I noticed a hidden TransactionUUID that did not show on the table) This would allow us to match records or even if we imported into a Knack solution.

We can build a Macro for this entire process to simplify and reduce any sort of Excel work.

[johnclary]

Thanks for y'all's notes. The todos: I jotted down:

• get the meter assets managed in effing GIS
• get the batch IDs on the smartfolio report. and ideally txn numbers
• get access to the bank of america report (FISERV) in a spreadsheet (as opposed to PDF)
• get API access to smartfolio, flowbird, (less importantly) bank of america

I moved this issue into an epic and will add issues to it.