Support Document

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Sep 14, 2022

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

  • Contact WEX at 800-492-0669 to have the WEX acc information added to the Geotab SFTP file.
    • Wording: Can you please add these to the Geotab file?
  • Submit a copy of the Data Exchange Agreement form template.
  • Register VINs for each card with WEX.
  • 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.

  • Add the Fuel Provider Add-In to the database and configure it with WEX account number.
  • 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.
  1. 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.
  2. 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
  1. Click New Add-In

  1. Go to GitHub Link to get the latest version of Add-In code.
  2. Click OK
  3. Click Save
  4. 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:

  • Device Description (name)
  • Device Serial Number
  • License Plate
  • VIN
  • Comments.

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
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