A fuel budget can be calculated in a quote by the system when the required data tables are populated.

Fuel Calculation

1. Selecting a variant determines which Fuel Type to use.

2. Selecting a "Delivery State" enables the Cost per Litre to be calculated. This is [qt_fuel_types]fuel_cpl+gb_controls]fuel_cost_adjustment.

3. The default or selectedFuel Usage enables the Litres per 100KM to be calculated. This is [qt_variants]fuel_{fuel_usage}+gb_controls]qt_fuel_usage.

4. Selecting the "Annual KMs" enables the Kms to be calculated.

5. Total Budget can now be calculated. This is Cost per Litre*Litres per 100KM*Kms) / 100

Fuel Card Sent

When an "FC" contract event is created, an email message can be created.

The default email content is as follows:

Use gbtemplates to store the mail subject 'Fuel card sent' and the mail_message.

Fuel Performance Report

This report includes fuel transactions and costs. It calculates fuel consumption rates where valid odometer readings are available.

It displays the current Driver, Cost Centre and Division of the Contract regardless of the transaction date.

Selection Filters

The default 'Start Date' is the first day of the previous month and the default 'End Date' the last day of the previous month. These can be edited.

The radio buttons select records with either an 'Odometer date' or a Supplier 'Invoice date' that is contained within the selected date range.

Grouping and Sorting

It is grouped and sorted by Client, Cost Centre, Registration and Transaction Date.

Outputs

The report can be output as PDF, xls or CSV.

xls or CSV outputs contain the additional fields "Employee No" and "Location".

Other Places

This report is available to Drivers in Contracts/Maintenance for their selected contract.

This report is available to Fleet Managers and Group Managers in Fleet / Administration / Reports / Fuel Performance where it uses dynamic filtering.

This report is available to Internal staff in Reporting / Standard Reports / Fuel Performance.

Fuel Troubleshooting

Quotes / Lease - Fuel (F) profile "Litres per 100KM" is not right

The values stored for each variant's fuel usage come from data imports provide by either Glasses or RedBook. These values are not normally altered by Catch-e. Glasses or RedBook are the original source of this data, so refer to them directly to ask about set values,

Fuel Claim Scheduler Jobs

Visit the Fleet Management Scheduler Jobs page for details of two standard scheduler jobs you can activate.

Use these jobs to:

1. Review your current portal contract settings for Fuel / Charging

2. Automatically create the event required to enable access to the Home Charging screen for eligible contracts.

CHARGEFOX

The Chargefox card can be used for charging Electric Vehicles. The file format must be .csv.

File Validation

Header Row: Column headings are expected in the file.

Column count: Must be 9 columns.

When setting up the Card Services / Mappings, use 'CHARGEFOX' in the "Product Code" column and map to an applicable VMRS Code as per your requirements.

EVIE

The EVIE card can be used for purchasing electricity for EV vehicles.
The file format must be .csv.

Column 'rfids' is the Card number.

File Validation

Column 14: Must be “vehicleRegistration”

Transaction Date Check

If a card has a "Status" of 'inactive', checks are run on imported transactions.
If the transaction being processed occurred within the month of inactivation or expiry, the transaction is considered to be valid, otherwise it is rejected.

Interface Set-up

Suppliers

Suppliers should have a Suppliers / Account "Supplier Type" of 'Card Services'.

Useful Queries

SELECT * FROM fm_interface_vmrs_mappings;

SELECT
    s.supplier_code,
    s.name,
    i.*
FROM fm_interfaces AS i
LEFT JOIN fm_suppliers AS s
    ON s.supplier_id = i.supplier_id;

 SELECT
    s.supplier_code,
    s.name,
    i.interface_code,
    ivm.interface_vmrs_mapping_id,
    ivm.product_code,
    ivm.description,
    ivm.internal_fee_net,
    ivm.posting_class_id,
    pc.name AS posting_class_name,
    ivm.vmrs_code_id,
    vc.description AS vmrs_description
FROM fm_interface_vmrs_mappings AS ivm
INNER JOIN fm_interfaces AS i
    ON i.interface_id = ivm.interface_id
    AND i.interface_type = 'card-services'  -- or 'claim'
INNER JOIN gl_posting_classes AS pc
    ON pc.posting_class_id = ivm.posting_class_id
INNER JOIN fm_vmrs_codes AS vc
    ON vc.vmrs_code_id = ivm.vmrs_code_id
INNER JOIN fm_suppliers AS s
    ON s.supplier_id = i.supplier_id
WHERE ivm.status_flag = 'active'
ORDER BY
    s.supplier_code,
    i.interface_code,
    ivm.product_code;

Cards

Create, edit and view cards used in card interfaces here.

Card details are used when importing transactions into the system.

During the import process, card details and business rules are applied to validate and process the incoming transactions.

The Contracts / Contract Card Services: page displays a contract's cards. Each "Card Number" is a hyperlink to the record on this page.

The Import Table Data screen can be used to import new cards in bulk.

Cards can also be created using the Create cards API individually or in bulk.

Left hand side

• Card ID (Number) — Unique id allocated by the system.

• Supplier (Lookup) — Supplier code from the Suppliers records. The relevant supplier type must be a "Card Services" type. Each relevant supplier also requires a Card Interface to be setup.

• Card Number (Number) — The card number as created by the Card Supplier. This number is used to match transactions imported to the details in the Card record. This number must be unique.

• Account Number (Number) — This is a text field that is not used in any system processes. It can be made read-only by applying a role restriction. If you would like to update access to this field, contact your Account Manager .

• Contract ID (Number) — The Catch-e contract id which has been matched with the card number. Transactions imported for the relevant card will be allocated to the contract id - which may have a different vehicle registration number to the registration number on the fuel card (if any). This feature is designed to allow posting of transactions to particular contracts when required.

• Posting Enabled (Check Box) — This is checked by default. Un-checking this field is not recommended by Catch-e If this is un-checked, card transactions are set to 'deleted' when imported and checked. This feature allows unwanted card transactions to be automatically deleted by the system.

• Reg Number (Text) — Displays the Registration number associated with the contract.

• Client (Lookup) — Displays the client code and name associated with the contract.

• Driver (Text) — Displays the driver name associated with the contract.

Validations and Alerts

Troubleshooting

On Import I get a 403 error

Catch-e runs a web application firewall (WAF) that can prevent processes like this from completing if something triggers an alert. You may find it will work when you try again. If it doesn't work, contact Catch-e Support to investigate the cause of this alert.

Card Number displays incorrectly

If a .csv file is opened in excel, the program may convert the last digit of the card number to a zero due to the field length (this renders the field unreadable).

When you recieve a .csv file, do not preview or open the file in excel - just "Save As" to the desired location and then import to Catch-e.

If you want to view the file - use Notepad or Wordpad. Alternatively, save as a txt file and use the excel import wizard to bring the data into excel correctly.

File displays 0 values in the Net, GST and Amount columns

The .csv file has been saved with an incorrect format for the value columns. Change the format to "General".

I have imported a fuel file twice

If you have imported and posted a file twice, it can be difficult to un-wind those records if they have been invoiced (recharged), exported or receipted.

The easiest way to correct this is to create a modified version of the import file and update the amounts to be negative.

Import this matching file. This will create a record that reverses the duplicate entries and corrects each contract's balances.

Unable to Import Card Transactions

While importing a file into card transactions, if you receive the following error message:

"Unknown Interface 'CHARGECARD'! Please check your setup!"

This error above is an example of having an unknown interface named 'CHARGECARD'. In this case the correct interface should be 'CHARGEFOX'.

1. Navigate to Fleet / Controls / Interfaces / Card Services and change the name of the card interface you are trying to import.

2. Refer to Card Interfaces for the list of supported interfaces.

Quotes / Lease - Fuel (F) profile "Litres per 100KM" is not right

The values stored for each variant's fuel usage come from data imports provide by either Glasses or RedBook. These values are not normally altered by Catch-e. Glasses or RedBook are the original source of this data, so refer to them directly to ask about set values,

Go to Setup / Reference Data 'qt variants' to review or update the values for selected variants
Contact your Account Manager if you need to review or change your data process.

These values come from data imports from either Glasses or RedBook (your vehicle data provider) and further updated by linked scheduler queries.

• stores the variant's fuel type.

• stores the variant's "Litres per 100KM" for metro fuel use.

• stores the variant's "Litres per 100KM" for country fuel use.

• stores the variant's "Litres per 100KM" for combined fuel use.