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Fuel Transaction Provider (WEX) Setup Process V2.1
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Learn how to set up the process to systematically import WEX fuel card transactions into your MyGeotab database, including how to set up the Fuel Provider Add-in and Fuel Transaction Import Add-in, and configure the Fuel Mismatch Report and Transaction Mapping.
Table of Contents
December 2, 2019
Creation of Document.
March 24, 2022
Updated formatting, grammar and organization
May 13, 2022
Added step to submit a Data Exchange Agreement form.
This document outlines the setup process required to systematically import WEX fuel card transactions into a MyGeotab database.
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.
This section outlines the timeline of adding WEX integration to a database.
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.
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.
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
The Fuel Provider Add-In enables automated fuel transaction importing.
✱ NOTE: Last Imported automatically populates. Data transfer follows a Monday to Friday midnight UTC schedule.
This section outlines the process of adding the fuel report to a Geotab Database. The report can be found here
To add the Fuel Mismatch Report to a database:
Table 1: Report Configuration Variables
Dashboard graphic options
All in Company Group
Additional Report Options
“Select the following Monday at 5:00 am
✱ 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.
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:
✱ 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.
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.
Github Repository:Fuel Transaction Provider: https://github.com/Geotab/addin-fuel-transaction-providerFuel Transaction Import: https://github.com/Geotab/addin-fuel-transaction-import
The Fuel Transaction Import Add-In Tool is used to manually import files (.xlsx, .xlsm, .csv).
The report has 3 sheets:
Vehicle name in MyGeotab
Device Comment from MyGeotab
Fuel Card Number
Region A, SUV
Driver name in MyGeotab (if applicable)
Driver ID in MyGeotab (if applicable)
Driver comments in MyGeotab (if applicable)
Driver groups in MyGeotab (if applicable)
Time of device fill up detected (if available)
31/07/2018 5:45:53 PM
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).
GO device calculated fuel used from the last fill-up/transaction
Odometer from Geotab
GO device calculated distance from the last fill-up/transaction
Calculated fuel economy using FuelUsedEventDistance and FuelUpEventTotalFuelUsed
Fuel card transaction cost
Fuel card transaction currency
Fuel card transaction Product Type
Vehicle tank capacity. See possible sources below.
Source of tank capacity value. In order:
Engine fuel level at beginning of fill-up
Engine fuel level at end of fill-up
Latitude of device location at time of fill-up
Longitude of device location at time of fill-up
Location of device fill-up
3674 Langstaff Rd, Woodbridge, ON L4L 9A8, Canada
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.
This column is deemed as TRUE if the volume added from the fuel card transaction was within 5% above tank capacity.
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.
This column is deemed true if the fuel card transaction volume is within 10% greater than the derived volume from the GO device.
Fuel Card Transaction VIN
Fuel Card Transaction Driver
Fuel Card Transaction Date Time
Fuel Card Transaction Cost
Fuel Card Transaction Currency
Pre defined list
Fuel Card Transaction Product Type
Fuel Card Transaction Odometer
Fuel Card Transaction Latitude
Fuel Card Transaction Longitude
Groups assigned to that vehicle in MyGeotab
Groups assigned to driver
FuelEventDateTime (Date Time of the device fill-up, if available)