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Adding support for other fuel card formats

Adding support for other fuel card formats

There are two default fuel formats in PoolCar. It is a good idea to double check it is set up correctly, and its straightforward to add support for another fuel file. You need to make sure it is set up correctly, and then you can use PoolCar to report on fuel consumption.

 

Creating a new fuel card format

 

Open the spreadsheet from the fuel company you wish to import and map

  1. Delete the rows of information not required for the import (see screenshot, the area highlighted in grey), for example, report date, invoice number, account number, etc.

  1. Save the file as a CSV file. You may be prompted that “Some features in your workbook may be lost if you save it as a CSV (MS-DOS). Do you want to keep using that format?” Click Yes.

  1. Go to Poolcar > Sysadmin > System Data > Fuel Card Formats

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  1. For the 'name' field, type in (for example) FleetCard

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  1. Now start mapping the import fields to the columns in the spreadsheet. Open the spreadsheet and keep it handy as you will be referring back to it often. 

  1. Go to the first row of the table which says 'Purchase Date'. Flip back to the spreadsheet and look for the column which has the purchase date and note the column number. Column A in Excel would be column number 1, B is 2, C is 3, and so on. You might find it helpful to insert a new row and put the column numbers in for reference.

  1. Let's say that in the spreadsheet, purchase date is column E (column number 5). Flip back to PoolCar and select '5' for the column number.

  1. Rinse and repeat for the remaining data fields. If your spreadsheet does not have a value, such as Driver name for example, select 'Skip' from the column number list. Skip means the field will not be imported.

  1. Once you've mapped your spreadsheet columns to data fields, click the 'Save' button. Note you can come back and make changes (edit) if there is a problem discovered after your first import.

Navigate to Sysadmin Main Menu > Uploaders > Fuel Card File and upload your file.

Errors will be displayed if any columns are formatted incorrectedly.

Adjust file as repeat process as necessary.

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Purchase date/time

 

A note about purchase date - some vendors combine the purchase date and time in the one column, and other vendors may have the date in one column and the time of purchase in another column. The latter is easy - just select column X for date and column Y for time. For the former, where the purchase date and time is combined in the one field, select the same column number for both data fields purchase date and purchase time.

Addition Required

For the Total spend (ex GST): and the Total spend (inc GST:) there is an option to add the GST in as a separate column, see the No addition required drop down whcih allows selection of the GST column to be added to the calculation.

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Divide Value By

 

There is a column called 'Divide Value By'. This is to accommodate fuel files where the values you receive from the fuel company are not in decimal notation.

For example, you may have the pump price to four decimal places but represented as a whole number: "15645" which is 1.5645 when you divide by 10,000.

To get this price imported in a consistent format, that is say decimal notation, you then specify the corresponding divide-by number.

Reporting

 

Fuel Comsumption Reporting information is found here - https://smartrak.atlassian.net/wiki/spaces/SCP/pages/1575354369

 

 

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

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