How to Handle an Incomplete Toll or Reservation Import

An incomplete import is dangerous precisely because the records that did load can look entirely correct on their own — the missing rows are invisible unless the fleet specifically checks source coverage and totals against what was actually expected, rather than just confirming the import didn't throw an error.

Compare source and imported counts, and check date coverage

Record the source row count, expected transaction count, accepted rows, duplicate rows, rejected rows, and ignored rows, and account for every difference between them. Then separately confirm the earliest and latest transaction or reservation date actually present — a file named "August" can quietly contain only part of the month if the export itself was cut short.

Check financial totals, and review import history

Compare the provider's stated totals against your accepted, duplicate, rejected, and excluded amounts — but avoid comparing a raw statement balance against raw toll totals if that balance also includes payments, adjustments, or fees mixed in. File-level import history helps establish what was uploaded, when, and how its rows were ultimately classified.

Pause conclusions until coverage is confirmed complete

Don't trust match rates, unmatched counts, or reimbursement totals from a period you haven't confirmed is fully imported — a low match rate might just mean half the reservations for that period never made it in. Once you've obtained a fresh export, import the missing period, review how duplicates were handled, and reconcile the totals again before drawing any conclusions from the numbers.

A worked example

A file named "August-tolls.csv" imports successfully with 340 rows and zero errors — but the source provider's actual August statement had 412 transactions. Nothing about the successful import would reveal the missing 72 rows on its own; only comparing the source total (from the provider's own summary page or PDF) against what actually landed catches it. A clean import log is not the same thing as a complete one.