Fuel Integration and Reporting

Do you want to:

Identify fuel consumption
Set benchmarks for expected fuel usage
Identify fuel inefficiencies
Identify fuel theft
Identify idle fuel costs

1 Smartrak Integration
2 Supported Providers
3 Card Usage Guidelines
4 Fuel Reports
5 Caveats

Smartrak Integration

Smartrak offer the option to integrate with your Fuel Card Provider, making your your fuel transactions available within Smartrak App for reporting on fuel usage, economy, and card misuse (exceptions)

Supported Providers

Presently Z, BP, Caltex and Mobil are supported within New Zealand

We are always looking to improve our product. Contact us if your Fuel Card provider is not currently supported

Card Usage Guidelines

Each fuel card transaction contains the litres of fuel added to the vehicle. Unfortunately, with this information alone, Smartrak is unable to determine how much fuel was previously used by the vehicle

For example, consider a vehicle which filled with 10L of fuel, then 20 minutes later, is filled again with 20L of fuel. Its impossible to know how much fuel was used between those 20 minutes

For this reason, vehicles must always be filled using the fuel card, and every fill must fill the vehicle fuel tank to capacity.

This way, each fuel transaction will convey the amount of fuel used since the last fuel transaction. Smartrak refer to these time spans as fuel periods

Additionally, this also requires that a vehicle have at least 2 fuel transactions before it can be reported on

Fuel Reports

Guides on using the fuel based reports can be found at:

Concerning the overlap on the reporting, that is intentional and as designed:

In order to do any reporting, we need two fuel transactions to create a ‘fuel period’
The first transaction sets the start date of the period (when the fuel tank was last full). The 2^nd transaction sets the end date, and the amount of fuel used since the start.
When a report is run, we return all fuel periods that overlap, or are contained within, the requested date range of the report.
This is because we cannot ‘break up’ or truncate a fuel period at the date boundaries of the report. We only know how much fuel was used in total for the fuel period, not how much was used on any particular day. Therefore, to remain accurate, we must report on whole fuel periods only.

Ability to identify and fix up data inaccuracies

There is this page in Smartrak Admin: https://admin.smartrak.co.nz/Other/FuelStopEditor.aspx

If the fuel card has been used to purchase both Diesel and Petrol (and the Resource is flagged as being Diesel in Smartrak Admin) the Fuel importer automatically identifies this, and flags the fuel stop. If this was done in error, the Admin user can correct it on this admin page.

The Fuel Usage Report will exclude these mismatched fuel stops.

Where does the expected litres/hour and litres/km come from in the exceptions report?

The report compares the fuel usage of the resources in the report, and looks for outliers.

For that reason, it is recommended you run the report with like for like vehicles (create and assign all resources to vehicle-type groups, and run separate reports against each group).

The actual L per 100km utilisation of both reports is based on the fuel transactions and distance travelled.

E.g. From the date of Fuel Transaction A to Fuel Transaction B, the vehicle drove 500km. Fuel transaction B was for 50L (Which filled up the tank!), therefore for that span of time, the vehicle had an efficiency of 10L per 100km.

Caveats

Rego must match an existing remote in Smartrak at time of import

Non-fuel transactions are discarded, according to a whitelist of fuel product names

We need two fuel transactions to create a ‘fuel period’

If you are unable to find an answer to your question, please log a support request via the Smartrak Service Desk