Support Document

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Setup Process



Table of Contents



Introduction

This document outlines the setup process required to systematically import WEX and EFS 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 Support.

! IMPORTANT: Clients must work directly with their WEX or EFS Account Manager to have their account added to the daily data feed with Geotab.

WEX setup process

This section outlines the process of adding WEX fuel transactions into a database. This process currently only works for WEX fuel cards in the United States. EFS customers, refer to the EFS setup process (BETA) section.

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 account information added to the Geotab SFTP file.
  2. Ask your Account Manager to make a copy of the Data Exchange Agreement form template. Then submit with your Account Manager.
  3. Register VINs for each card with WEX.

✱ 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 transactions.

Step 2: WEX database 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 Transaction Provider Add-In to the database and configure it with WEX account number.
  2. Add Fuel Mismatch Report. .

Step 3: Confirm that the WEX 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 WEX information displayed is accurate. If the information is correct, but you have not received fuel transactions into the database, reach out to WEX to see if they are sharing the file with Geotab. 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 before or after the WEX account number. There must also be no hyphens in the account number entry.

  3. 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.
  4. If you are still having trouble seeing the transactions, contact Customer Support through at 1-800-397-7102 or through MyGeotab database by creating a ticket or live chat.
  5. EFS setup process (BETA)

    This section outlines the process of adding EFS fuel transactions into a database. This process currently only works for EFS fuel cards in the United States.

    ! IMPORTANT: This feature is currently in Beta.

    Step 1: Request to add transaction to the Geotab file

    Refer to the Data Sharing Preferences user instructions from EFS in order to enable data sharing with Geotab. If you do not have the option to share through your eManager account, you can reach the EFS Customer Service directly at 1-888-824-7378.


    Step 2: EFS database setup

    This step can be completed as soon as a request is submitted through your eManager account. There is no need to wait for EFS to add info to the file.

    1. Add the Fuel Transaction Provider Add-In to the database and configure it with an EFS carrier ID.
    2. Add the Fuel Mismatch Report.

    Step 3: Confirm that the EFS 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:

  6. Last imported date should be recent. If the date is old, it could indicate that there is something wrong.
  7. Confirm that the EFS information displayed is accurate. If it is not, 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.
  8. 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 before or after the EFS carrier ID.

  9. If the latest transaction date does not display or is old, make sure that the EFS carrier ID is accurate, and confirm with EFS that the transactions are being sent to the Geotab file, specifically.
  10. If you are still having trouble seeing the transactions, contact Customer Support through phone call 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. The fuel card provider account number should include leading zeros, no spaces or hyphens, and a minimum of 13 digits. Make sure there are no blank spaces before or after the WEX or EFS 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
    1. Enter the Customer ID (WEX or EFS Number) under the Customer ID row.
    2. Select the Provider.

NOTE: Last Imported automatically populates. Data transfer follows a Monday to Friday midnight UTC schedule.


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

Options

Field

Field Value

Dashboard

Dashboard graphic options

Yes

Display Options

Dashboard viewers

All in Company Group

Date Range

Last Week

Refresh period

Weekly

Additional Report Options

Next run

Select the following Monday at 5:00 am

Belonging to

Everything

Include unmatched

Yes


NOTE: This is not a fraud analysis or detection tool/report. It is designed to help Fleet Managers confirm if fuel card transactions are associated with the correct vehicle in MyGeotab.

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

NOTE: If fuel card data cannot be matched to a vehicle, it will not appear in MyGeotab or be downloadable from Excel reports.


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-provider Fuel 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.
    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
  5. Click OK.
  6. Click Save.

Fill-Ups Report Details

The report has the following three sheets:

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


  3. Report –This sheet references the data from the Data sheet to create a report view for users.
  4. 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

  5. Summary –This is a pivot table generated using the Report sheet to provide a summary view for users.

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