Uploading Bulk Fuel Transactions

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 (Optional) - Asset code of your 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

 

 

To 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 Fuel Record 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.
  • If an optional column header is missing or empty during upload, then the values for the column will not be uploaded.
  • 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 Plate or Display Name.
  • If you do not supply Fuel Type it will be recorded as Diesel.
  • Enter the Date, Time in both columns or Date/Time in one column (If all of the columns are entered then the Date / Time will be considered only).
  • 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
  • Please note: In order to allow for accurate fuel tax reporting, fuel transactions have to be supplied with a Jurisdiction value.
Column header Required / Optional Description
Plate Required Fuel transaction will be matched in Depot by either Plate or Display Name. Incorrect information will result in error messages and failed upload.
Display Name Required Fuel transaction will be matched in Depot by either Plate 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. 12/31/2013  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: mm/dd/yyyy e.g. 12/31/2013.   
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.
Asset Code Optional Asset code of your vehicle.
Quantity Required The Quantity of fuel supplied. Liquid fuel will be recorded in gallons, and gaseous fuel will be recorded in lbs.
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
  • Gasoline- Regular
  • Gasoline - Premium
  • Gasoline
  • Propane
  • Propane Bottle
  • Oil
  • Maintenance
  • Wash
  • Miscellaneous
Tax Paid Optional

Whether tax has been paid on the fuel transaction.

Options:

  • Paid - indicates if the tax has been paid for a fuel fill transaction
  • Non Paid - indicates that the tax has not been paid for a fuel fill transaction
Supplying this information helps with tax-paid record keeping requirements when calculating IFTA tax
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 Fuel Record 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.

4. Click Finish.

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

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

 

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. 

 

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 ensure 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.