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.

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)

6. 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.

7. Step 1: Request to add transaction to the Geotab file

8. 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.

9. Also, make sure to register VINs for each card with EFS.

10. ✱ 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.

11. Step 2: EFS database setup

12. 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.

13. 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.

14. Step 3: Confirm that the EFS setup is working

15. 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.

16. From the MyGeotab main menu, navigate to Engine and Maintenance > Fuel Transaction Provider. Review the following:

5. Last imported date should be recent. If the date is old, it could indicate that there is something wrong.
6. 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.
7. 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.
8. 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.
9. 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. 

3. Select Add-Ins.
4. Click + Add-In.

5. 

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
9. 1. Enter the Customer ID (WEX or EFS Number) under the Customer ID row.
   2. Select the Provider.

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

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.

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.
5. 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

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

3. 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	–

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