Uploading Fuel Transactions

EROAD’s fuel module in Reports allows you to manage fuel transactions, and identify exceptions and irregularities in fuel consumptions and fill locations. Fuel transaction data can be uploaded to Depot:

  • Drivers can enter a fuel transaction on the Ehubo when filling up their vehicles (here is how). This information will be transmitted to the Depot in real time including the fill up location.
  • Administrators can upload fuel transactions in Depot in real time or retrospectively:
    • by uploading a large number of fuel transactions from a CSV file including fuel card and bulk fuel data (here is how) or
    • by uploading a single fuel transaction (here is how).

In order to keep track of your fuel transactions, view the Fuel Transaction Management Report.

To identify irregularities in your fuel records, view the Fuel Exception Report.

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In Reports / Fuel Transaction Management you can

When changing fuel records, the Average Fleet MPG value in the IFTA Overview Report in Tax / IFTA will automatically adjust for the reporting period accordingly.

 

If you want to quickly upload a list of fuel transactions - you can upload these in Fuel Transaction Management from a spreadsheet CSV file. After the fuel transactions have been processed over night, they will be visible in all the Fuel Reports: Fuel Usage, Fuel Exception and Fuel Consumption Chart to help you better manage consumption and gain fuel efficiencies. 

 

How do I upload Fuel Transactions from a CSV file?

1. Go to Fuel Transaction Management under the Reports tab and click on the '+Bulk Fuel Upload'.

Bulk fuel upload

2. Click on  - Download an example fuel transactions file. You will need to submit a CSV file in the correct format so the fuel transactions can be correctly processed.

Quick Tips

- You can only upload a file with a maximum of 1000 fuel transaction rows

- Supply all required data as listed in the example fuel transactions file

- The fuel transaction will be matched to the vehicle by either Plate or Asset Code

- You don't need to supply fuel type - however if this is not supplied it will be recorded as Diesel

- You don't need to enter the address where the Fuel Transaction took place - however it is only possible to report on Fuel Location Exceptions if you enter this address

- Make sure the instructions are deleted from the sample spreadsheet and you save it as a CSV file

 

3. Drag and drop a CSV file containing your fuel transactions onto the fuel upload box. Alternatively click 'Browse' to select the file from your computer.

4. The fuel transactions will be processed.

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

Remember - Bulk uploaded fuel transactions are only visible in the Fuel Usage Report, the Fuel Exceptions Report and the Fuel Consumption Chart the day after the transactions have been processed.

 

More details about the fuel data you need to provide...

Here are more details about the data that you need to provide in your CSV file to make sure it gets processed correctly:

Plate (Plate or Asset Code Required) - The Plate of your vehicle. Either Plate or Asset Code must be entered to match the fuel transaction to the correct vehicle. If you enter a mis-matching Plate and Asset Code - you will get an error and need to fix this up.

Asset Code (Plate or Asset Code Required) - Asset code of your vehicle. Either Rego or Asset Code must be entered to match the fuel transaction to the correct vehicle.

Fuel Card Number  (Optional)  - Fuel card number used for the transaction

Date/Time  (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 will be uploaded at the time of the Organisation 

Quantity  (Required) - The Quantity of fuel supplied. Liquid fuel will be recorded in gallons, and gaseous fuel will be recorded in lbs.

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

  • A55
  • Biodiesel 
  • CNG
  • Diesel
  • E-85
  • Ethanol
  • Gasohol
  • LPG
  • LNG
  • M-85
  • Methanol
  • Gasoline- Regular
  • Gasoline - Premium
  • Gasoline

Tax Paid - Whether tax has been paid on the fuel transaciton- Paid or Non Paid. 

 (Optional) - The name of the company which supplied the fuel e.g. BP

Street Address, City...  (Optional)  - The full address where the fuel transaction took place, and the vehicle filled up. It is not required to enter a street address, however it is only possible to report on Fuel Location Exceptions if you enter this address.

Cost (Optional)  - The cost of the fuel ($)

Consumer  - What is consuming the fuel - Vehicle, Reefer or Other? This data item will default to 'Vehicle' unless another value is added.

Odo Reading (Optional)  - If an odo reading was entered where the fuel was purchased this can be supplied

 

Common mistakes - and how to fix them

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 and 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.