Setup Process

Table of Contents

Introduction

This document outlines the setup process required to systematically import Fleetcor fuel card transactions into a MyGeotab database.

If a customer has issues with the reporting (as in issues with mismatches, wrong locations reporting, or more) or needs further training, they can contact Geotab or Fleetcor Support.

Supported examples

Unsupported examples

Fleetcor setup process

This section outlines the timeline of adding Fleetcor integration to a database.

Step 1: Request to add transaction to the Geotab file

1. Contact the Fleetcor Relationship Manager or Fleetcor Customer Service team. For accounts handled through a Fleetcor partner, contact your fuel card Account Representative.
2. Customers must sign the Fleetcor Data Release Form to authorize Fleetcor to release fuel transaction data to Geotab. Contact your Account Representative to complete this process.

✱ NOTE: Your Fleetcor Relationship Manager, Customer Service Representative or your Fleetcor Partner Account Representative will notify you when fuel transaction data is ready for integration into Geotab.

3. Register VINs for each vehicle with Fleetcor.

✱ NOTE: If the VINs are not associated with the card numbers, then the transactions will not be matched with the correct telematics. This is the most common reason for mismatched and unmatched fuel.

Step 2: Fleetcor database setup

This step can be completed as soon as a request is submitted. There is no need to wait for Fleetcor to add info to the file. Add the Fuel Transaction Provider Add-In to the database and configure it with Fleetcor account number.

Step 3: Confirm that the Fleetcor setup is working

Clients and partners are advised to review the database after four weeks (30 days) to confirm that transactions are present. They may also contact Support for confirmation.

From the MyGeotab main menu, navigate to Engine and Maintenance > Fuel Transaction Provider. Review the following:

1. Last imported date should be recent. If the date is old, it could indicate that there is something wrong.
2. Confirm that the Fleetcor information displayed is accurate. If the information is correct, but you have not received fuel transactions into the database, please reach out to Fleetcor to see if they are sharing the file with Geotab.
3. Use the Fill Up report to see if recent fill-up events have taken place. If they have not, it means all is well. Make sure that there are no blank spaces or hyphens in between, before or after the Fleetcor account number.

4. If the latest transaction date does not display or is old, make sure that the Fleetcor account number is accurate, and confirm with Fleetcor that the transactions are being sent to the Geotab file, specifically.
5. If you are still having trouble seeing the transactions, contact Customer Support through or through MyGeotab database by creating a ticket or live chat.

Fuel provider Add-In

Fuel transactions will be imported once per 24-hour period. Make sure there are no blank spaces before or after the Fleetcor account number.

Latest version of the Add-In can be found here: https://github.com/Geotab/addin-fuel-transaction-provider

Setting up the fuel provider Add-In

The Fuel Transaction Provider Add-In enables automated fuel transaction importing.

1. Log into the database
2. Administration > System… > System Settings.

3. Select Add-Ins.
4. Click + Add-In.

5. Go to GitHub Link to get the latest version of Add-In code.
6. Click OK.
7. Click Save.
8. Go to Engine & Maintenance > Fuel Transaction Provider
9. 1. Enter the Customer ID (Fleetcor) under the Customer ID row.
   2. Select the Provider (Fleetcor).

Configure Fuel Mismatch Report

This section outlines the process of adding the fuel report to a Geotab database. The report can be found here

Setting up the Fuel Mismatch Report

1. Log into the database.
2. Select Administration > Report Setup… > Dashboard.
3. Click the Create custom report.
4. Drop the report file or click to select from the computer.
5. Configure the report per Table 1.

Table 1: Report Configuration Variables

Other Information

Transaction Mapping (Card data matched)

To match a fuel transaction to a device, there must be at least one reference between the fuel card data and the device. The following reference fields are acceptable:

1. Device Description (name)
2. Device Serial Number
3. License Plate
4. VIN
5. Comments

Fuel Fill-Ups Report

Look up activity under Engine and Maintenance > Fuel and EV Energy Usage > Fill-Ups.

A fill-up event occurs every time fuel is added to the vehicle. A red warning icon displays for any fill-up row that does not meet validation criteria. Hovering the cursor over the icon will display the reason why the system flagged the fill-up.

Selecting the event will show the details of that particular fill-up event. A matching fuel transaction will also be shown if available. Mismatches will be highlighted in yellow.

Additional resources

Add-Ins

Github Repository:Fuel Transaction Provider: https://github.com/Geotab/addin-fuel-transaction-providerFuel Transaction Import: https://github.com/Geotab/addin-fuel-transaction-import

Optional – Fuel Transaction Import Add-In

Fuel Transaction Import Add-In (manual imports)

The Fuel Transaction Import Add-In Tool is used to manually import files (XLSX, XLSM, CSV).

1. Log in to the database
2. Administration > System… > System Settings.
3. Select Add-Ins.
4. Click +Add-In
5. 1. Remove the default script under the Configuration tab.
   2. Copy the latest code from GitHub resource page: https://github.com/Geotab/addin-fuel-transaction-import
5. Click OK.
6. Click Save.