Setup Process

Table of Contents

Revision History

Purpose

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

General Information

If a customer has issues with the reporting (i.e.; mismatches, wrong locations reporting, etc.) or needs further training, they can contact Geotab Support.

WEX Set Up Process

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

Step 1: Request to Add Transaction to the Geotab File

1. Contact WEX at 800-492-0669 or reach out to the WEX account representative to have the WEX acc information added to the Geotab SFTP file.
2. 1. Wording: Can you please add these to the Geotab file?
2. Submit a copy of the Data Exchange Agreement form template.
3. Register VINs for each card with WEX.
4. 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 transactions.

Step 2: Database WEX Setup

This step can be completed as soon as a request is submitted. There is no need to wait for WEX to add info to the file.

1. Add the Fuel Provider Add-In to the database and configure it with WEX account number.
2. Add Fuel Mismatch Report. (Should be requested through the Geotab support team).

Step 3: Confirm that WEX Setup is Working

Clients and resellers are advised to review the database after 4 weeks (30 days) to confirm that transactions are present. They may also contact Support for confirmation.

Go to Engine and Maintenance > Fuel Transaction Provider.

1. Last import date should be recent. If the date is old, it could indicate that there is something wrong.
2. Confirm that the WEX information displayed is accurate. If it isn’t, please instruct the customer to submit the new or updated information to the distro for set up. You may also submit on behalf of the customer.
3. Use the Fill Up report to see if recent fill-up events have taken place. If they haven’t, it means all is well. Make sure that there are no blank spaces before or after the WEX account number.


4. If the latest transaction date does not display or is old, make sure that the WEX account number is accurate, and confirm with WEX that the transactions are being sent to the Getoab file, specifically.
5. If you are still having trouble seeing the transactions, please contact Customer Support via phone at 1.800.397.7102 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. Fuel card provider account number should include leading zeros, no spaces or hyphens, minimum 13 digits. Make sure there are no blank spaces before or after the WEX account number.

Latest version of add-in can always be found here: https://github.com/Geotab/addin-fuel-transaction-provider

Setting Up Fuel Provider Add-In

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

1. Log into the database
2. Administration > System Settings.
3. Select Add-Ins





4. Click New 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 (WEX Number) under the Customer ID row.
   2. Select the Provider

Configure Fuel Mismatch Report

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

Fuel Mismatch Report Set Up

To add the Fuel Mismatch Report to a database:

1. Log into the database.
2. Select Administration > Reports > Dashboard.
3. Click the Add Excel File.
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.
6. Driver Name

Fuel card transactions records that cannot be matched to a vehicle will be displayed at the end of the report with no vehicle reference. The hidden Data worksheet in the report can be unhidden to identify the VINs received from WEX. This value is displayed in column X of the hidden Data worksheet.

Fuel Fill-Ups Report

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

A fill-up event occurs every time fuel is added to the vehicle. A red warning icon will be displayed 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.

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 Settings.
3. 1. Select Add-Ins
3. Click New Add-In
4. 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-provider
4. Click OK
5. Click Save

Fill-Ups Report Details

The report has 3 sheets:

1. Data (hidden)This sheet contains the raw data from the telematics device and the imported transactions

Field	Type	Description	Sample
DeviceName	String	Vehicle name in MyGeotab	Vehicle 23475
DeviceId	String	Device ID	b3
DeviceComment	String	Device Comment from MyGeotab	Fuel Card Number
DeviceGroup	String	Device Groups	Region A, SUV
UserName	String	Driver name in MyGeotab (if applicable)
UserId	String	Driver ID in MyGeotab (if applicable)
UserComment	String	Driver comments in MyGeotab (if applicable)
DriverGroup	String	Driver groups in MyGeotab (if applicable)
FuelEventDateTime	Date	Time of device fill up detected (if available)	31/07/2018 5:45:53 PM
FuelEventVolume	Number	If we have both the fuel volume from the engine AND a fuel card transaction volume, this will show the fuel transaction volume amount. If there is no fuel card transaction volume, then it will show the fuel volume from CAN (engine).	111.8000031
FuelUpEventTotalFuelUsed	Number	GO device calculated fuel used from the last fill-up/transaction	46.62024307
FuelEventOdometer	Number	Odometer from Geotab	20550.38867
FuelUsedEventDistance	Number	GO device calculated distance from the last fill-up/transaction	609350.0625
FillUpRecordFuelEconomy	Number	Calculated fuel economy using FuelUsedEventDistance and FuelUpEventTotalFuelUsed	7.65081501
FuelEventCost	Number	Fuel card transaction cost	111.796
FuelEventCurrencyCode	String	Fuel card transaction currency	CAD
FuelEventProductType	Predefined List	Fuel card transaction Product Type	Unknown
FuelUpEventTankCapacity	Number	Vehicle tank capacity. See possible sources below.	55
FuelUpEventTankCapacitySource	Predefined List	Source of tank capacity value. In order: User Entered Engine Reported Estimate Unknown	DeviceTankCapacity
FuelUpEventTankLevelLow	Number	Engine fuel level at beginning of fill-up	7.5
FuelUpEventTankLevelHigh	Number	Engine fuel level at end of fill-up	50
FillUpRecordLatitude	Number	Latitude of device location at time of fill-up	43.80833435
FillUpRecordLongitude	Number	Longitude of device location at time of fill-up	-79.55115509
FillUpRecordLocation	Address	Location of device fill-up	3674 Langstaff Rd, Woodbridge, ON L4L 9A8, Canada
FuelUpEventRiskIsLocationMatch	Boolean	This column is deemed as TRUE if the location from the fuel card transaction was within 1,000 metres (~0.62 miles) from the GO device location at the time of the fill-up.	TRUE
FuelUpEventRiskIsCapacityMatch	Boolean	This column is deemed as TRUE if the volume added from the fuel card transaction was within 5% above tank capacity.	FALSE
FuelUpEventRiskIsEngineFuelMatch	Boolean	This column is deemed as TRUE if the timestamp from the fuel card transaction was within 720 minutes from the GO device timestamp at the time of the fill-up. The reason for such a long interval is that we are matching by date time with our other partners, it was found that a lot of fuel sites don't update their internal systems with daylight savings/timezone issues and we found a lot of transactions with up to 5 hours difference that were actual matches as a result.	TRUE
FuelUpEventRiskIsDerivedVolumeMatch	Boolean	This column is deemed true if the fuel card transaction volume is within 10% greater than the derived volume from the GO device.
FillUpRecordTransaction1Vin	String	Fuel Card Transaction VIN	JN1BJ1CP9HW000823
FillUpRecordTransaction1Driver	String	Fuel Card Transaction Driver
FillUpRecordTransaction1DateTime	Date	Fuel Card Transaction Date Time	43312.74236
FillUpRecordTransaction1Cost	Number	Fuel Card Transaction Cost	65
FillUpRecordTransaction1CurrencyCode	String	Fuel Card Transaction Currency	CAD
FillUpRecordTransaction1ProductType	Pre defined list	Fuel Card Transaction Product Type	Unknown
FillUpRecordTransaction1Odometer	Number	Fuel Card Transaction Odometer	20550
FuelTransaction1Latitude	Number	Fuel Card Transaction Latitude	43.80533
FuelTransaction1Longitude	Number	Fuel Card Transaction Longitude	-79.5647



2. ReportThis sheet references the data from the Data sheet to create a report view for users

Field	Type	Description	Sample
Vehicle	String	Vehicle Description	b3
Vehicle Group	String	Groups assigned to that vehicle in MyGeotab
Driver	String	Driver Assigned	John Smith
Driver Group	String	Groups assigned to driver
Date	Date	FuelEventDateTime (Date Time of the device fill-up, if available)
Location	String	FillUpRecordLocation
Fuel Economy	Number	FillUpRecordFuelEconomy
Fuel Added	Number	FuelEventVolume
Odometer	Number	FuelEventOdometer
Cost	Number	FuelEventCost
Currency	String	FuelEventCurrencyCode
Product Type	String	FillUpRecordTransaction1ProductType

3. SummaryThis is a pivot table generated using the Report sheet to provide a summary view for users.