Fuel Transaction Reconciliation & Exception Reporting

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Fuel Transaction Reconciliation & Exception Reporting

Originaal plakat

Hi everyone,

We are currently looking at improving our fuel transaction reconciliation process and would appreciate some guidance.

Is there a way within Geotab to identify exceptions or generate reports that compare:

Vehicle location data recorded by Geotab at the time of refuelling against the fuel station location recorded in supplier fuel transaction data.
Vehicle odometer readings reported by Geotab against the odometer readings captured within supplier fuel transaction records.

We are particularly interested in understanding whether Geotab provides:

An exception report or dashboard highlighting location discrepancies between telematics data and fuel transaction data.
A report or rule to identify significant odometer discrepancies between Geotab data and fuel card transactions.
Any built-in fuel reconciliation functionality or recommended Marketplace add-ins.
Best practices used by other fleets for validating fuel transactions and investigating potential anomalies.

Any advice or examples from fleets carrying out fuel transaction reconciliation would be greatly appreciated.

Many thanks,

Praveen Balagopalan

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Cristian.hdz.Prime24

Geotab AI Virtual Agent: Yes, MyGeotab validates refuels by comparing the GO device data with imported transactions. In the Detected Refuels report, a yellow warning icon will appear if the location or odometer doesn't match. Hovering over the icon will show the specific reason for the discrepancy.

PBala-10053

Originaal plakat

@Cristian.hdz.Prime24 Thanks for the response.

We've actually reviewed the Detected Fill-Ups report and can see the warning icons for individual transactions. However, what we're looking for is a way to:

Report on all exceptions in one view, rather than reviewing individual fill-ups one by one.
Compare the odometer recorded at the point of sale with the telematics odometer reading at the time of refuelling.
Validate that the vehicle was physically present at the fuel station at the time of the transaction (using geofence data).
Identify transactions with missing or invalid vehicle registrations.

Is there a standard report, add-in, API solution, or marketplace integration that can provide this type of fuel transaction reconciliation and exception reporting?

At the moment, it appears that these validations can only be reviewed transaction-by-transaction, so we're interested to know how other fleets have automated this process.

EishiFUN

Kogukonna administraator

Hi @PBala-10053 , apologies for joining this conversation late. I just came across your question and think the newer Fuel Transactions feature may address part of what you are looking for.

This is separate from the Detected Fill-Ups page. Navigate to Fuel and Energy > Fuel Transactions. When fuel-card transactions are being imported, MyGeotab compares them with the vehicle and telematics data and provides:

- A consolidated list of fuel transactions
- Summary cards showing the total number of potential issues
- Filters for each issue type
- A downloadable Fuel Transaction Report
- Unassigned transactions where the asset or driver could not be matched

The documented mismatch checks currently include:

- Location mismatch: the asset location is approximately more than 1 km from the fuel-purchase location, using a time window around the transaction
- Tank-size mismatch
- Fuel-type mismatch
- Unassigned transactions

For accurate asset matching, MyGeotab recommends keeping the VIN, serial number, license plate, or asset description consistent between MyGeotab and the fuel-card provider. VIN matching is recommended where available.

The Detected Fill-Ups report still provides the telematics-based fill-up location and odometer, and it can be exported. However, I could not find a documented native exception report specifically comparing the fuel-card odometer against the telematics odometer in bulk. For that requirement, the practical approach would be to export the Fuel Transaction and Detected Fill-Ups data and reconcile them using a spreadsheet, BI tool, Data Connector workflow, or integration.

The relevant documentation is here:

https://support.geotab.com/help/mygeotab/energy-and-sustainability/fuel/fuel-transactions

https://support.geotab.com/help/mygeotab/reports/sustainability-reports/fuel-and-energy-usage-reports

One additional note: the mismatch flags are intended to identify transactions for investigation. They should not be treated as definitive evidence of fraud or misconduct without reviewing the underlying transaction, timestamp, asset assignment, and telematics data.

I hope this helps point you toward the consolidated workflow you were looking for.
Eishi FUN

EishiFUN

Kogukonna administraator

I also wanted to tag in @TuckerBA-1087 Blue arrow has done a lot with fuel and maybe be able to share some things they have come up with.

TuckerBA-1087

Hey @PBala-10053,

BlueArrow Fuel is a premium Geotab Marketplace solution that can do most of what you're looking for. We integrate with over 40 different fuel cards and on-site fueling providers so if you have multiple sources of fuel, you can still view all of it in one location. We validate location and fuel level changes automatically and give you tools to quickly investigate all discrepancies. If you want to see a demo, just send me an email at tucker@bluearrowmail.com and we can set something up next week!

Thanks,
Tucker

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