Uploading fuel transactions from an Excel or CSV file

You can quickly upload a list of fuel transactions from an Excel or CSV file by performing the following steps:

  1. Prepare file for upload
  2. Upload file

If your upload was unsuccessful, descriptive Error Messages will provide more details.

 

Prepare file for upload

To upload a list of fuel transactions, prepare an Excel or CSV file that contains the fuel transaction details in the correct format. The Excel file format should be Excel Workbook 2007 or above.

NOTE: To download an example file as a template, go to Reports / Fuel Transaction Management and click Bulk Fuel Upload / Download an example fuel transactions file.

The following fuel transaction data can be supplied with the file:

NOTE:

  • The column headers have to be named exactly as listed in the example file and in the table below. The order of the columns is not relevant.
  • Enter one fuel transaction per row.
  • You can only upload a file with a maximum of 1000 fuel transaction rows.
  • The fuel transaction will be matched to the vehicle by either PlateAsset Code or Display Name.
  • If you do not supply Fuel Type it will be recorded as Diesel.
  • Enter the address where the Fuel Transaction took place if you would like to be able to report on Fuel Location Exceptions in the Fuel Exception Report
  • Make sure to delete the instructions from the example fuel transaction file and any other information besides fuel transactions before uploading the CSV file
Column header Required / Optional Description
Plate Either PlateAsset Code or Display Name is required.  Fuel transaction will be matched in Depot by either PlateAsset Code or Display Name. Incorrect information will result in error messages and failed upload.
Asset Code Either PlateAsset Code or Display Name is required. Fuel transaction will be matched in Depot by either PlateAsset Code or Display Name. Incorrect information will result in error messages and failed upload.
Display Name Either PlateAsset Code or Display Name is required.  Fuel transaction will be matched in Depot by either PlateAsset Code or Display Name. Incorrect information will result in error messages and failed upload.
Date/Time  Either Date/Time or Date and Time are required.  The date and time that the fuel transaction took place. 
A range of date formats are accepted, the provided example date format is: mm/dd/yyyy hh:mm:ss a.m./p.m. e.g. 31/12/2013  11:59:59 p.m.  The fuel transaction time will be uploaded in the timezone of the Organization.
Date  Either Date/Time or Date and Time are required.  The date the fuel transaction took place. 
A range of date formats are accepted, the provided example date format is: dd/mm/yyyy e.g. 31/12/2013.   
Time  Either Date/Time or Date and Time are required. 

The time the fuel transaction took place. 
A range of time formats are accepted, the provided example date format is: hh:mm:ss a.m./p.m e.g. 11:59:59 p.m.

The fuel transaction time will be uploaded in the organization's timezone.
Quantity  Required The Quantity of fuel supplied. Liquid fuel will be recorded in litres, and gaseous fuel will be recorded in grams.
Fuel Card Number   Optional Fuel card number used for the transaction
Jurisdiction  Optional Jurisdiction of organization
Fuel Type  Optional

The type of fuel purchased. If Fuel Type is not supplied this will be defaulted to Diesel. The following fuel types are accepted:

  • A55
  • Biodiesel
  • Compressed Natural Gas CNG
  • Diesel
  • Diesel Exhaust Fluid
  • E-85
  • Ethanol
  • Gasohol
  • Liquid Natural Gas LNG
  • M-85
  • Methanol
  • Petrol - Regular
  • Petrol - Premium
  • Petrol
  • Propane
  • Propane Bottle
  • Oil
  • Maintenance
  • Wash
  • Miscellaneous
Tax Paid  Optional

Whether tax has been paid on the fuel transaction.

Options:

  • Paid
  • Non Paid
Retail/Bulk  Optional

Options:

  • Retail
  • Bulk
Consumer  Optional

What is consuming the fuel. If Consumer is not supplied this will be defaulted to Vehicle.

Options:

  • Vehicle
  • Reefer
  • Other
Supplier Name  Optional The name of the company which supplied the fuel e.g. BP
Street Address  Optional The street address where the fuel transaction took place, and the vehicle filled up. Enter Street Address if you would like to be able to report on Fuel Location Exceptions in the Fuel Exception Report
City  Optional The City where the fuel transaction took place, and the vehicle filled up. Enter City if you would like to be able to report on Fuel Location Exceptions in the Fuel Exception Report
Zip Code  Optional The Zip Code where the fuel transaction took place, and the vehicle filled up.
State  Optional The State where the fuel transaction took place, and the vehicle filled up.
Cost  Optional The cost of the fuel ($)
Odo Reading  Optional This can be entered if an odometer reading was entered where the fuel was purchased
Receipt Number  Optional Receipt Number

  

Upload file

To upload fuel transactions from an Excel or CSV file:

  1. Create an Excel or CSV file containing your fuel transactions. Ensure to supply data in the correct format.
  2. Go to Reports / Fuel Transaction Management and click Bulk Fuel Upload.
  3. Drag and drop the file containing your fuel transactions onto the fuel upload box or select it from your computer.

The fuel transactions will be processed.

Once the fuel transactions have been successfully processed they are available to be viewed in the Fuel Transactions Management screen. 

NOTE: The upload is only successful if all transactions in the file can be uploaded. If the upload fails, an error message will be displayed for each transaction that could not be uploaded. Rectify the issue and re-try. Find detailed information on error messages here.

6. Click Finish.

NOTE: Bulk uploaded fuel transactions are only visible in Depot fuel report the day after the transactions have been processed.

 

Error messages

If the upload of fuel transactions was unsuccessful, the following error messages will provide more details:

Error message Details
This file type is not supported. Please upload a file in CSV format  The fuel transactions file must be saved as a CSV file. If you are working in an Excel spreadsheet choose 'Save as' from the File menu, and in the 'Save as type' box select the type of file as - CSV (Comma delimited).
Vehicle not found   There is no vehicle matching the Rego or Asset Code listed on your CSV, OR, you have provided a Rego and Asset code that do not match. Try to provide either the Rego or the Asset Code for the Vehicle
More than one matching vehicle found for fuel transaction  There is more than one vehicle in your organisation with the same Rego or Asset Code. Make sure that all your Rego's and Asset Codes are unique.
The (named data)  is missing  The date/time or other required data is missing. Data that you must provide is Rego or Asset Code, Date/Time, Quantity.
<time out message>  The fuel file that you are trying to upload is too large. The maximum number of rows that can be processed in one CSV file is 1000. Please split your file into smaller files
The CSV provided must include a (named data) header A required data column is missing. Please essure that you have provided all the mandatory data columns on the spreadsheet.
The CSV provided contains an unexpected Header (named  data) The name of the column is not named correctly. The easiest way to avoid this error is to click on the link 'Download an example fuel transaction file' and transfer your data into the sample file layout. Please remember to save the file as a CSV after you populate the file with your data
): Sorry, your file cannot be processed due to its size, please split the file in two and try again The file is too large - you can upload a file with a maximum of 1000 rows. Please split the file into smaller files and re-try.