Support Document

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Setup Process



Table of Contents



Revision History

Version

Date

Editor

Changes

1.0

December 2, 2019

Geotab

Creation of Document.

2.0

March 24, 2022

Geotab

Updated formatting, grammar and organization

2.1

May 13, 2022

Geotab

Added step to submit a Data Exchange Agreement form.


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.


! IMPORTANT: Clients must work directly with their WEX account manager to have their WEX account added to the daily data feed with Geotab. The database configuration in the Fuel Provider Add-In & Mismatch Fuel Report is required and should be requested through the Geotab support team.

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.
    1. Wording: Can you please add these to the Geotab file?
  2. Submit a copy of the Data Exchange Agreement form template (please note the template is available for Geotab internal only. If you are a customer, please ask your account manager to make a copy for you)
  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
    1. Enter the Customer ID (WEX 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

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

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 as an event on the Fill-Ups page.


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-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 Settings.
    1. Select Add-Ins
  3. Click New 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
  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
  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 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


  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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