Assigning Fuel Cards and Fuel Transactions to Vehicles

Once your account has been set up with a  Fuel Card Integration and your fuel card details have been imported into Fleetio, you will need to assign each fuel card to a vehicle in order for transactions to be imported for that card.

You can manage fuel card assignments by selecting Fuel > Manage Fuel Cards from the blue navigation menu. 

NOTICE: fuel transactions for cards assigned to vehicles will be automatically imported. The rest will be left unassigned. You can always assign those first fuel transactions that are not assigned to a vehicle later. See "Assigning Previous Transactions" later on this page.

TIP: Legacy plans are only billed for the assigned cards each month, not all cards listed.

Assign Comdata Fuel Cards

To assign a fuel card you simply select a vehicle to which to link the card, either by typing in the vehicle name or selecting the vehicle from a list.

IMPORTANT:  Comdata cards will populate as transaction activity occurs on the card. It is important that this area is updated frequently to ensure cards are assigned in a timely manner. 

Assign FleetCor Fuel Cards

To assign a fuel card you simply select a vehicle to which to link the card, either by typing in the vehicle name or selecting the vehicle from a list.

IMPORTANT:  All Fleetcor based cards will be displayed immediately for assignment purposes. 

Assign WEX Fuel Cards

To assign a fuel card you simply select a vehicle to which to link the card, either by typing in the vehicle name or selecting the vehicle from a list.

IMPORTANT:  WEX cards will populate as transaction activity occurs on the card. It is important that this area is updated frequently to ensure cards are assigned in a timely manner. If you wish to manually add WEX cards see instructions below.

Add WEX cards

Since WEX cards are added individually as transaction activity occurs, Fleetio allows users the options to manually add WEX cards so that all cards can be assigned at the same time. 

From the WEX tab, click the  +New WEX Card button and input the required information:

Assigning Previous Transactions

When you assign a vehicle to an unassigned card, all unassigned transactions can also be assigned to the same vehicle. After choosing a vehicle to assign to the card you will see a pop up allowing you to assign all unassigned transactions to that same vehicle. Choosing "Assign all" will add those transactions to the fuel log for that vehicle. Canceling this pop up will leave them unassigned.

Un-assign a fuel card

To "un-assign" a fuel card from a vehicle, simply click the small "x" in the vehicle drop-down. Fuel transactions for that card will no longer be added to the vehicle. When you assign that card again, you will be prompted to assign those transactions that happened while the card was assigned to the new vehicle.

Archiving a fuel card

You can archive a fuel card to remove it from your list of "live" fuel cards in Fleetio. Details are available in the  Archiving Fuel Cards article.

Fuel Card Comments

The Fuel Cards page includes a handy comments feature, allowing you keep notes and collaborate about each fuel card. Just click the blue comments icon at the far right of each row.

This is useful for documenting things like moving a fuel card from one vehicle to another.

Duplicate card numbers

There are scenarios where you may see the same "masked" card number more than once. Here's the techy reason why:

Fleetio doesn't receive a unique identifier for each fuel card. The card numbers themselves are unique, but Fleetio only receives "masked" card numbers (e.g. 1234XXXXX45689) so there's a chance two card numbers can appear the same. Therefore Fleetio uniquely identifies each card through a combination of the "masked card number" + "vehicle description" field defined for the fuel card.

In systems such as Fuelman, you (the fuel card customer) are able to change/edit the vehicle descriptions for reporting purposes. Here are some guidelines for setting vehicle descriptions:

  1. Use a unique vehicle description for each card.
  2. Use something similar to the vehicle's "name" in Fleetio. This will make it easier to match each fuel card with the appropriate vehicle.
Changing vehicle descriptions in your fuel card management system

Whenever you change the vehicle description for any fuel card, Fleetio will create a new fuel card record the next day when data is imported since the vehicle description is part of the card's unique identifier. You will then need to "assign" the new fuel card record to the appropriate vehicle in Fleetio for transactions to continue to be imported.

We know this isn't perfect, but it's the only way it can work for now. This is also why Fleetio allows you to make comments on a fuel card record, so you can keep track of changes, renames, etc. and make sense of it all at a later time.

Exporting fuel card info

You can export your fuel card information along with vehicle assignments and comments to a CSV file by clicking the "Export" button. You will be able to open this file in any spreadsheet program.

We currently do not support importing of fuel cards and/or vehicle assignments.

Notification emails for new cards

By default, the account owner will receive a notification email as new cards are automatically added in the future. 

To enable this notification email for Admin users,  go to Settings > Users & Permissions. From the Actions menu for a user, select "Manage Notification Settings " and deselect the "New fuel cards" option.

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