Fuel Card Management

image1

You can use the Card Management program to track and manage fuel cards and e-checks.

In Card Management, you can:

  • Receive real-time or scheduled updates on purchases made by the cardholder, down to the dollar amount and location.

  • Specify when and where cardholders can use their cards (for example, for fuel purchases from certain fueling stations).

  • Approve extra funds.

Card Management supports both non-real-time and real-time cards. The type you should use depends on the degree of accuracy you need from cardholder purchase updates:

  • Non-real-time: You do not need real-time card usage updates. You can manage with a scheduled update at the end of each workday.

  • Real-time: You need real-time card usage updates from a fuel vendor.

    You can get real-time updates from other TruckMate applications, such as Dispatch and Driver Profiles. You can also send resource updates to a fuel vendor automatically. Typical examples include:

    • A driver is assigned a card. When the driver is assigned to a trip, Dispatch updates the card record with the driver’s trip number, power unit, and trailer.

    • A card is assigned to a power unit. Dispatch updates the card record with each trip number, driver ID, and trailer associated with the power unit.

To access Card Management:

From this location Go to

TruckMate Menu and TruckMate Task List

Fuel Management > Fuel Card Management

Windows Start Menu

TruckMate > Fuel Card Management

Windows Explorer

C:\Program Files (x86) > TruckMate > CardMgmt.exe

Card Management is divided into these tabs:

  • Setup

  • Cards

  • Log

  • POS

  • E-Checks

  • Child

  • RFID

By default, only one tab shows at a time in the Card Management window. You can access each tab individually by selecting it from the Go menu.

To show all the tabs in the window area at once, select View > Tabs.

The tab categories.

  1. Depending on your system and user settings, some of these tabs may not be available. For more information, contact your system administrator.

  2. If you access Card Management from Driver Profiles, Employee Profiles, or Power Unit Profiles, you can only access the Cards tab.

Menu and toolbar options

This table describes the menu and toolbar options in Card Management.

Menu Menu option Toolbar icon Keyboard shortcut Description

Navigate

Find

image3

CTRL+F5

Searches for different types of records, depending on the open tab. For example, if the Vendors tab is open, select Find to search for a vendor ID.

View

Tabs

None

CTRL+T

Toggles the tab display at the top of the window.

Status Bar

None

CTRL+S

Toggles the status bar at the bottom of the window.

Go

Setup

None

CTRL+1

Opens the Setup tab.

Cards

None

CTRL+2

Opens the Cards tab.

Log

None

CTRL+3

Opens the Log tab.

POS

None

CTRL+4

Opens the POS tab.

E-Checks

None

CTRL+5

Opens the E-Checks tab.

Child

None

CTRL+6

Opens the Child tab.

Tools

Diary

The Diary icon.

CTRL+D

Opens the Diary for the cardholder.

Clear/De-Assign

image4

None

Removes/de-assigns the currently configured cardholder. Available only when the Cards tab is open.

Reset Card’s Pin Number

image5

None

Resets the Personal Identification Number (PIN) of the selected fuel card.

Reset My User ID/Password

image6

None

Opens the Real-Time Card Vendor User ID & Password window. In this window you can set up your fuel card password.

Resource ID Lookups/Conversions

The Resource ID Lookups/Conversions icon.

None

Opens the Resource ID Lookups/Conversions window. In this window you can map resource IDs on the vendor’s server onto TruckMate resource IDs.

Remove Card Override

The Remove Card Override icon.

None

Removes overrides on the card.

This feature is only available for TCH cards.

Transfer Card

The Transfer Card icon.

None

Transfers information from an expiring or expired card to a new card.

This feature is only available for TCH cards.

Transfer RFID Tag

The Transfer RFID tag icon.

None

Transfers an RFID (radio-frequency identification) tag to a new ID.