Setting up Card Management for use with real-time fuel vendors

Currently, Card Management supports the following real-time fuel vendors:

  • Comdata

  • Fleet One

  • T-Chek

  • TCH

To use Card Management with these vendors, you must perform a series of setup procedures, as described in this set of topics.

Setting up real-time services in Windows

Before you can use Card Management with real-time fuel vendors, you must configure your server’s operating system to recognize the application and allow communication between it and the vendor.

Instructions in these topics reference Windows 10.

Installing the Card Management COM+ application

  1. In Windows, open the Component Services window. This feature is available in the Administrative Tools group in Control Panel.

  2. In the leftmost navigation pane, go to Component Services > Computers > My Computer.

    image8

  3. Right-click on COM+ Applications and go to New > Application.
    The COM+ Application Install Wizard opens.

  4. Click Next.
    The Install or Create a New Application window opens.

  5. Click Create an empty application.
    The Create Empty Application window opens.

    image9

  6. In the Enter a name for the new application field, type Card Management and ensure that Server application is selected.

  7. Click Next.
    The Set Application Identity window opens.

    image10

  8. Select Network Service.

  9. Click Next.
    The Add Application Roles window opens.

    image11

  10. Click Add role.
    The Role window opens.

    image12

  11. In the field provided, type Everyone.

  12. Click OK.

  13. On the Add Application Roles window, click Next.
    The Add Users to Roles window opens.

  14. Go to Everyone > Users.

    image13

  15. Click Add.
    The Select Users or Groups window opens.

    image14

  16. Click Advanced.
    Another Select Users or Groups window opens.

    image15

  17. Click Find Now.

  18. In the Search results grid, locate and select Everyone.

  19. Click OK.

  20. On the first Select Users or Groups window, click OK.
    The Add Users to Roles window should resemble the one shown in the illustration.

    image16

  21. Click Next.

  22. On the window that opens, click Finish.

  23. On the Component Services window, double-click COM+ Applications.
    The Card Management COM+ application displays in the middle pane.

    image17

Configuring the Card Management DLL

After you have installed the Card Management COM+ application, follow these steps.

  1. Double-click Card Management in the middle pane.

  2. Right-click on Components and select New > Component.
    The COM+ Component Install Wizard opens.

  3. Click Next.
    The Import or install a component window opens.

    image18

  4. Click Install new component(s).

  5. On the window that opens, go to your TruckMate install directory (normally C:\Program Files (x86)\TruckMate 20xx, where xx is the last two digits of the release year) and select *CardMgmtServer.dll_.

  6. Click Open.
    The Install new components window opens.

  7. Click Next.

  8. On the window that opens, click Finish.

Configuring the COM+ user group

After you have installed the Card Management COM+ application and configured the Card Management DLL, follow these steps.

  1. Right-click on Roles in the middle pane and go to New > Role.
    The Role window opens.

    image19

  2. In the field provided, type Card Management.

  3. Click OK.

  4. On the Component Services window, double-click Roles.

  5. Double-click Card Management.

  6. Right-click on Users and go to New > User.
    The Select Users or Groups window opens.

    image20

  7. Add all users that will need access to this service. For more information, see:

    When you are finished adding users, click OK and close the Component Services window.

  8. Open the Computer Management window. This feature is available in the Administrative Tools group in Control Panel.

  9. Go to Local Users and Groups > Groups.

  10. Right-click in the middle pane and select New Group.
    The New Group window opens.

    image21

  11. In the Group name field, type Distributed COM Users.

  12. Add all the users that you added to the Card Management role in Step 7.

  13. When finished, click Close on the New Group window.

  14. Close the Computer Management window.

Entering general real-time fuel vendor information

  1. In Card Management, be sure the Setup window is displayed.

  2. Select the Vendors tab if it is not already selected.

  3. Select your fuel vendor in the database.

    1. Click image22 Find.
      The Select Card Vendor window opens.

    2. Locate and select your fuel vendor.
      Currently, TruckMate supports the following real-time fuel vendors:

      • Comdata

      • Fleet One

      • TCH

      • T-Chek

    3. Click OK.
      The Vendors header displays your vendor’s information. The Real-Time option should be selected. If it is not, select it.

  4. In the header, make entries in the fields provided.

    Required field: *

    Field Definition

    Active

    When selected, this vendor is available for use in the system.

    Note: You must select this option if you are working with parent and child accounts.

    Default

    When selected, this vendor is the default vendor for your company.

    Note: You must select this option if you are working with parent and child accounts.

    TM Vendor ID *

    TruckMate vendor ID to associate with the fuel vendor. If you want, click image23 Pick List to search for and select a TruckMate vendor ID. To view the vendor’s profile, click image24 Vendor Profile.

  5. In the Real-Time > General tab, make entries in the fields provided.

    Required field: *

    Field Definition

    Local (COM+) Server *

    Name of the COM+ server. Do one fo the following:

    • If you are performing the setup on the server, click Me. This sends the server’s IP address to your fuel vendor.

    • If you are performing the setup on a local machine, type the name of the server in the field provided. To test the connection, click Test Connection.

      The system determines whether the version of Card Management matches the version of the Card Management DLL file (cardmgmtserver.dll). If they match, a window opens indicating that the connection is successful. If they do not match, contact Trimble Transportation Support.

    Set TruckMate Currency Codes at Level *

    Available for Comdata only

    Level at which a user can select specific TruckMate currency codes

    • Account
      Can select currency codes at the fuel purchase level as defined on the Accounts tab

    • Group
      Can select currency codes at a specific group level as defined on the Groups tab

    Card Updates (send/rcv)

    When selected, the system can exchange fuel card updates (such as PIN resets) with the real-time server.

    Dispatch Assigns (send)

    When selected, the system can send dispatch assignment updates (such as driver or power unit assignments to trips) to the real-time server.

    If you want to ensure that a cardholder can only use a card when they are on a trip, you may want to select this option and deselect Dispatch Unassigns (send).

    Dispatch Unassigns (send)

    When selected, the system can send dispatch unassignment updates (such as driver or power unit unassignments from trips) to the real-time server.

    If you want to ensure that a cardholder can only use a card when they are on a trip, you may want to deselect this option and select Dispatch Assigns (send).

    POS Info (receive)

    When selected, the system can receive point of sale (POS) updates (such as driver purchases) from the real-time server.

    Note: You must select this option if you are working with parent and child accounts.

    E-Checks (send/rcv)

    When selected, the system can exchange electronic checks (such as driver pay) with the real-time server.

    Note: You must select this option if you are working with parent and child accounts.

    Group Updates (send/rcv)

    Available for TCH only

    When selected, the system can exchange group-related information with the real-time server.

    Child Updates (receive)

    Available for TCH only

    When selected, the system can receive child account updates from the real-time server.

    Note: You must select this option if you are working with parent and child accounts.

  6. When you have finished entering data, click image25 Post.

Entering communication information

The steps you follow to establish communication between your system and the vendor differ slightly depending on the vendor.

  1. In Card Management, be sure the Setup window is displayed.

  2. Select the Vendors tab if it is not already selected.

  3. Make entries in the appropriate tab (see below).

  4. When you have finished entering data, click image25 Post.

TCPIP tab (Comdata, T-Chek)

image26

Required field: *

Field Definition

Remote Server *

Remote server address as provided to you by the fuel vendor

Card Updates Port *

Port number used to transfer fuel card updates. To test the connection, click Test.

Dispatch Updates Port

Port number used to transfer dispatch updates. Enter a value in this field if you want Card Management to be able to communicate with Dispatch.

To test the connection, click Test.

POS Info Port

Port number used to transfer point of sale (POS) updates. Enter a value in this field if you are retrieving POS information.

To test the connection, click Test.

E-Checks Port

Port number used to transfer e-check updates. Enter a value in this field if the system is sending and retrieving e-check information.

To test the connection, click Test.

Time-Out After

Number of seconds that can elapse without a response from the remote server before communication is stopped. The default value is 30 seconds.

Ping Ports Every

Available for T-Chek only

Number of minutes that can elapse before the system sends a ping request

Download POS Every

Available for T-Chek only

Number of minutes that can elapse before the real-time server can download new POS transactions to the system

Debug mode (log raw snd/rcv strings)

Trimble recommends selecting this option. It allows you to use SQL Execute to see the data exchanged between your server and the fuel vendor server. This can be useful when troubleshooting.

Web Services tab (Fleet One, TCH)

image27

Field Definition

Debug mode (log raw snd/rcv strings)

Trimble recommends selecting this option. It allows you to use SQL Execute to see the data exchanged between your server and the fuel vendor server. This can be useful when troubleshooting.

WSDL

WSDL path as supplied to you by your fuel vendor

Carrier Group (Parent/Child) WSDL

Available for TCH only

WSDL path for the parent/child web service as supplied to you by EFS

Note: You must enter a value in this field if you are working with parent and child accounts.

Entering dispatch information (Comdata, TCH)

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  1. In Card Management, be sure the Setup window is displayed.

  2. Select the Vendors tab if it is not already selected.

  3. If you want, select one or more of the options in the Real-Time > Dispatch tab.

    Option Definition

    Update Card Status

    When selected, the system will update the card status when there is an update in Dispatch.

    Update Fuel Purchases Flag

    Available for Comdata only

    When selected, the system will instruct the real-time server to turn off fuel purchases when a trip change takes place.

  4. When you have finished entering data, click image25 Post.

Entering additional vendor-specific information in the Real-Time tab

  1. In Card Management, be sure the Setup window is displayed.

  2. Select the Vendors tab if it is not already selected.

  3. Make entries in the appropriate tab (see below).

  4. When you have finished entering data, click image25 Post.

POS tab (Fleet One, TCH)

image29

Field Definition

Download POS Every

Interval (in minutes) for downloading point of sale (POS) information

Note: You must enter a value in this field if you are working with parent and child accounts. The recommended minimum value is 1.

Log Rotate Days

Number of days after which the system will delete the POS log file

Comdata tab

image30

  1. In the Security # field, enter your Comdata security number.

  2. If you want, specify reasons that a user can select when assigning a one-time cash amount to a card. For each reason, follow these steps.

    1. In the One-Time Cash Reasons section, click image31 Insert Record.
      A new line becomes available in the grid.

    2. In the Code column, enter an alphanumeric value.

    3. In the Description column, enter a description of the reason.

    4. Click image32 Post.

T-Chek tab

image33

In these fields, enter information provided to you by T-Chek.

Entering e-check information

  1. In Card Management, be sure the Setup window is displayed.

  2. Select the Vendors tab if it is not already selected.

  3. Make entries in the appropriate tab (see below).

  4. When you have finished entering data, click image25 Post.

Standard Settings

image34

Field Definition

Payee Type

Payee types to which the user can issue e-checks. Options are:

  • Driver

  • Interliner

  • Vendor

Select Default next to the type that will appear by default when the user creates an e-check.

Post Type

Posting methods available when the user creates an e-check. Options are:

  • Direct Drv. Ded
    If the payee type is Driver, the system deducts amount from the driver’s account directly.

  • Instant Chk
    The system issues an instant check to the payee in the amount of the e-check plus any applicable fees.

Mode

Method by which an e-check is created and handled. Options are:

  • Real-Time Chk
    When selected, e-checks are created by the system on the E-Checks window and debited against the driver’s account instantly.

  • Local/Seed Chk (Comdata, T-Chek, TCH)
    When selected, the system creates an authorization code that allows the user to create offline e-checks. This mode allows for posting to the TruckMate accounting modules for future deduction.

    Notes:

    1. If you select this option, you must download a file of local seed values from the fuel vendor at regular intervals. After this information is imported, users can create checks using this mode.

    2. When an e-check is created or saved, the system generates the authorization number offline and creates a driver deduction or instant check. Because there is no real-time connection to the fuel vendor, the system will not capture or record cashing of the e-check by the payee (dates, locations, cashed amounts, uncashed balances). The entire amount will be accounted for as a single transaction. It will presumably be deducted from the next paycheck to the driver or the next AP check to the vendor or interliner.

  • Real-Time Cash (Comdata, TCH)
    When selected, the system transfers a cash amount directly to the card.

Select Default next to the mode that the system will use by default.

Currency

Currencies for which the user can create e-checks. Options are:

  • US dollars (USD)

  • Canadian dollars (CAD)
    Note:
    TCH does not accept Canadian dollars.

Select Default next to the currency that the system will use by default.

Trip #

Determines whether a trip number is required when the user creates an e-check for a particular payee type

Fee Type

Available for Comdata, T-Chek, TCH only

Determines how the system will handle fees. Options are:

  • Plus
    The system adds fees to the original amount of the e-check

  • Less (Comdata, TCH)
    The system deducts fees from the original amount of the e-check

Select Default next to the fee type that the system will use by default.

Note: For Fleet One, these fields are read-only.

Send Money Code to Mobile

Available for TCH only

When selected, the Sent via Mobile-Comm option in the E-Checks window is selected by default.

E-Check Types

Types of e-checks available to the user. For each type, you can specify a default fee amount and whether the user can edit the amount in the E-Checks window.

COM+/Accounting Fees Settings

image35

Required field: *

Field Definition

COM+ Server *

Machine name of the e-check service. If you are configuring Card Management on the server itself, use Me to enter the service’s name automatically. When you are ready to test the connection, click Test.

Check Description

Default description attached to each e-check

Cash Description

Available for Comdata and TCH only

Default description attached to each one-time cash transaction

Account/Group

Default account or group to be charged by the amount of e-checks. If you want, click image23 Pick List to search for and select an account or group.

Contract

Available for TCH only

Contract to which you want to apply an e-check. If you want, click image23 Pick List to search for and select a contract.

Note: You import contracts on the Accounts tab.

Drv. Ded. Code For Check Amt

Default driver deduction code used for charging the e-check amount

Drv. Ded. Code for "Plus" Fee

Default driver deduction code used for charging plus-type e-check fees

Auto-Approve Direct Drv. Ded.

When selected, the system approves direct driver deductions automatically.

Lump Plus Fee (One deduction for both)

When selected, the default fee type is set to Plus for all Comdata e-checks.

Fee (Negative Accessorial) From Payee (Interliners Only)

If the payee type is Interliner, enter the following information to create a negative accessorial:

  • Acc. Code
    Accessorial code. If you want, click image23 Pick List to search for and select a code.

  • Amt or %
    Fee amount or percentage

You can specify default negative accessorial information for US dollars (USD Default) and Canadian dollars (CAD Default).

Fee Settings (Payable to Card Vendor)

Enter the following information in this section:

  • Default Fee
    Fee to be charged for every e-check regardless of amount. Select Amount or Percent to indicate whether the value in the field is a dollar amount or a percentage of the amount.

  • Default Extra Fee
    Additional fee to be charged for each multiple of the amount in the For Every field.

An e-check for $3,000 created with the settings in this illustration would incur a total fee of $35.

image36

Child Settings

For more information on parent and child accounts, see Working with parent and child accounts.

image37

Read-only field: §

Field Definition

Automatic Driver Deduction

When selected, the system creates a driver deduction for every advance automatically.

Auto-Approve Direct Drv.Ded

When selected, the system approves the driver deduction automatically.

Drv.Ded.Code For Advance Amount

Deduction code used for driver deductions

AP Invoice Line Item

When selected, the system creates an AP invoice line item for every advance automatically.

Auto-Hold AP Invoice

When selected, the system puts the AP invoice on payment hold automatically.

AP GL Acct For Advance Amount

GL expense account number

AP Expense/Driver Deduction

If AP Invoice Line Item is selected, choose the type of line to create on the invoice. Options are:

  • Expense
    Creates an expense line

  • Driver Deduction
    Creates a driver deduction line

Description

Text to appear on the AP invoice next to the expense. When created, the system prefixes the freight bill number to this text automatically.

Bill Number

When selected, a freight bill number must be associated with the advance.

Real-Time Cash[blue]§

Default value in the Mode field for e-checks created from child accounts

Default Fee

Fee charged per advance. Select an option to determine the measurement:

  • Amount (default)

  • Percent

Lump Plus Fee (One deduction for both)

When selected, the system creates a single deduction that contains the advance and the fee.

Drv.Ded.Code For Plus Fee

Deduction code for the fee

Lump Plus Fee (One AP GL Account for both)

When selected, the system creates a single AP invoice line item that contains the advance and the fee.

AP Fee GL Acct For Plus Fee

AP GL account number

Auto-Advance

Status code (as set up in Codes Maintenance) to trigger an auto-advance in Customer Service

Successful Load of Funds

Status code used with the freight bill upon a successful load of funds

Unsuccessful Load of Funds

Status code used with the freight bill upon an unsuccessful load of funds

Successful Drv. Ded. Creation

Status code used with the freight bill upon a successful driver deduction creation

Successful AP Invoice Creation

Status code used with the freight bill upon a successful AP invoice creation

Entering account information

For each vendor, you can create multiple accounts. Each card must be assigned to an account.

For information on parent and child accounts, see Working with parent and child accounts.
  1. In Card Management, be sure the Setup window is displayed.

  2. Select the Accounts tab.

  3. Make entries in the fields provided.

  4. When you have finished entering data, click image25 Post.

Accounts header

image38

Required field: *

Field Definition

Code *

Fuel vendor account code

Note: If you are setting up a child account, enter the parent account code in this field as supplied to you by EFS.

Active

When selected, the account is available for use in the system.

Vendor *

Fuel vendor attached to the account. Use image23 Pick List to search for and select an active fuel vendor.

Description

Account description

CAD

TruckMate currency code for Canadian dollars. Use image23 Pick List to search for and select the currency code. To make this currency the default for all transactions, select Default.

Note: TCH does not accept Canadian dollars.

USD

TruckMate currency code for American dollars. Use image23 Pick List to search for and select the currency code. To make this currency the default for all transactions, select Default.

Dual

When selected, the account can accept both Canadian and American funds.

T-Chek-Specific Settings

image39

Required field: *

Field Definition

Account Type *

Determines the types of purchase options allowed for cards on this account. Options are:

  • T-Card
    All purchase options are allowed

  • Debit Card
    Only debit transactions are allowed

Real-Time Groups

On the T-Chek server, groups are optional and available purely for informational purposes. If you choose to set up identical groups in your system (recommended) and on the T-Chek server, select this option to ensure that both locations reflect card updates accurately.

TCH-Specific Settings (card-based account)

If you are setting up a card-based account, do not select Parent/Child Account. Make entries in the fields provided.

image40

The following fields are available for card-based accounts.

Field Definition

Override Balance (One Time Cash)

For a one-time cash load, select this option if you want to override the current card balance with the new cash amount. If you do not select this option, the system adds the cash amount to the current card balance.

Use Money Code Seed Codes

Select this option if you are using seed codes to generate money codes.

Min # of Money Codes Alert

Enter the minimum number of seed codes a user must enter when creating an e-check.

Clear Trip Prompt After Completion

When selected, the system clears the trip number after the trip completes.

Import

The following items are available from the TCH web service. Select one or more to import them.

  • Contracts

  • Policies

  • Products

  • Prompts
    All prompts appear in the Prompt List grid.

If you are setting up a parent or child account, follow these steps.

  1. Select Parent/Child Account.
    image41

  2. Select Parent Contracts.

  3. Click Import.
    The system imports all parent contracts from the EFS server.

  4. Click Update.
    If there is only one parent contract ID, it appears in the Contract Id field and the current balance appears in the Balance field.
    If there is more than one parent contract ID, enter it in the Contract Id field or click image23 Pick List to search for and select a contract ID. Click Update again to retrieve the current balance.

  5. To import child accounts, select Child Accounts and click Import. You can view child account information in the Child tab.

Working with groups

For all real-time vendors except Fleet One, you can create optional groups to which you can assign multiple cards. All cards in a group share the same properties and options.

Although it is optional, Trimble recommends using groups, as they can save you time when importing new cards.

Types of groups you could create include:

  • Drivers and non-drivers (such as employees)

  • Canadian drivers and American drivers

    1. In Card Management, be sure the Setup window is displayed.

    2. Select the Groups tab.

    3. Make entries in the appropriate location(s) (see below).

    4. When you have finished entering data, click image25 Post.

Groups header

image42

Required field: *

Field Definition

Cust ID/Group Number/Policy Number *

Group code

Active

When selected, this group is available for use in the system.

Vendor *

Fuel vendor. If you want, click image23 Pick List to search for and select a vendor ID.

Account *

Fuel vendor account. If you want, click image23 Pick List to search for and select an account ID.

Description

Group description

Comdata

image43

Field Definition

Security Card 560017

Unique 10-digit password used for all transactions across all of the Comdata accounts for a carrier as well as its associated companies

Primary Card

Number of a card to which any number of secondary cards can be attached

Features

Types of purchases for which a driver can use a fuel card. Click All or None to select or deselect all options.

For the ATM field, options are:

  • From Express Cash

  • From Cash

  • From either

  • No ATM access

Dollar Limits

Maximum amount allowed towards certain types of purchases over the period defined in the Renew Limits section. Click Clear to reset all amounts to zero.

Volume Limits

Maximum amount allowed towards certain types of product over the period defined in the Renew Limits section. Click Clear to reset all amounts to zero.

Renew Limits

Time period(s) during which the values in the Dollar Limits and Volume Limits sections are refreshed.

T-Chek

image44

Field Definition

Card Type

Card type for the group. Options are:

  • Primary
    Primary fuel card, which can update any number of secondary cards

  • Secondary
    Secondary fuel card, which can receive funds from a primary card

  • Cash Only
    Card to be used for ATM cash withdrawals only

ATM Access

Level of ATM access allowed for fuel cards. Options are:

  • Allowed
    Cardholders can use cards to withdraw funds without restrictions

  • Not Allowed
    Cardholders cannot use cards to withdraw funds

  • PayChek Only
    Cardholders can withdraw funds from their personal accounts only

  • Restricted
    Cardholders can withdraw funds up to the amount specified in the Cash Dollar Limit fields

Off Network

Level of off-network access allowed for fuel cards. Options are:

  • Allowed
    Cardholders can use cards at any fueling station, on or off network

  • Not Allowed
    Cardholders can only use cards at company-approved fueling stations

  • Next Transaction Only
    Cardholders can use cards at off-network stations with the next transaction on the card

Model #

ID of the network of fueling stations that the cardholder can use depending on the value in the Off Network field

Fuel Volume Limits

Limits the amount of fuel that can be purchased in a given period by a fuel card in this group

Fuel Purchases Allowed

Types of fuel that can be purchased with a fuel card in this group

Fuel Daily Dollar Limits

Determines how much can be spent on a card towards fuel

Cash Dollar Limit

Amount of cash a driver or employee can withdraw at an ATM using a card in this group

Misc Dollar Limit

Amount of miscellaneous cash available to a card in this group

TCH

General

image45

Required field: *

Field Definition

Contract ID *

Policy number as assigned by TCH

Hand Entry

When selected, a card number can be entered by hand at point of sale (POS) locations.

Payroll Cntr ID

ID that links a SmartFunds card to the cardholder’s payroll record. When entered, the following options are available:

  • ATM
    When selected, the cardholder can use the card at an ATM.

  • TCH Check
    When selected, the cardholder can issue TCH checks.

  • ACH Transfer
    When selected, the cardholder can make ACH transfers with a card.

  • Wire Transfer
    When selected, the cardholder can make wire transfers with a card.

  • Debit Network
    When selected, the cardholder can use a card at a machine that is connected to a debit network.

Prompt Trailer

When selected, the cardholder must enter trailer information when using a card at POS locations.

Allow to Purchase Reefer Fuel

When selected, the cardholder can purchase reefer fuel for temperature-controlled loads.

Volume

Maximum volume of reefer fuel that the cardholder can purchase on a card if Allow to Purchase Reefer Fuel is selected

Prompts

Specify prompts that the cardholder must provide when using a card at POS locations.

image46

Field Definition

Prompt

Prompt name

Validation

Validation to be used with a selected prompt. If the entry does not meet the validation requirement, the cardholder cannot use the card. Options are:

  • ALPHA
    Entry must contain only alphabetic characters

  • ALPHANUMERIC
    Entry can contain a mix of alphabetic characters and numbers

  • NUMERIC
    Entry must contain only numbers

  • REPORT_ONLY
    Entry is the value in the Report and Exact Value column. At the time of the transaction, the cardholder must provide the entry value to the salesperson.

  • EXACT_MATCH
    Entry must match the value in the Report and Exact Value column

Report & Exact Value

Entry required in the following validation cases:

  • If REPORT_ONLY is selected, the cardholder must supply this value to the salesperson at the time of the transaction

  • If EXACT_MATCH is selected, the cardholder must enter this value at the time of the transaction

Minimum

Minimum number of characters required for ALPHA, ALPHANUMERIC, and NUMERIC entries

Maximum

Maximum number of characters required for ALPHA, ALPHANUMERIC, and NUMERIC entries

Length Check

Options are:

* False (default)
The system does not validate the length of the entry.

* True
The system validates the length of the entry based on the values entered in the Minimum and Maximum columns.

Card Limits

On this tab, you can restrict card usage to specific products and apply amount and time limits for each product.

image47

|Field |Definition

Product

Product name

Amount

Maximum amount of the product that can be purchased within a given time period

Measure Unit

Measurement unit used with the value in the Amount column

Reset Hour

Number of hours that must elapse before the system will reset the amount of product that can be purchased.

Alternately, enter 0 in this column and, in each of the day columns (Monday through Sunday), select True or False to determine whether the system will reset the amount on that day.

Date and Time Restrictions

Use this tab to restrict card usage to specific dates and times.

image48

Field Definition

Day

Day of the week on which card usage is restricted

Begin Date

Date on which the card usage restriction period begins

Begin Time

Time at which the card usage restriction period begins

End Date

Date on which the card usage restriction ends

End Time

Time at which the card usage restriction ends

Importing card data

If your fuel vendor is Comdata, T-Chek, or TCH, you cannot create fuel cards manually. You must import card data provided to you by your vendor.

If your fuel vendor is Fleet One, you must import card data the first time you use Card Management. Afterwards, you can create new cards manually.

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  1. In Card Management, be sure the Setup window is displayed.

  2. Select the Import tab.

  3. Enter or select the vendor in the first field, and the account ID in the second field.

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  4. If you have previously imported card data from a specific file, and you want to import data using a newer version for that file, select Load only new cards. When you load the file, the grid will display only new card data records.

  5. If you want the card’s properties to be updated each time the user interacts with the card in Card Management, select Real-time update.

  6. If you want to import only those cards with power units that correspond to power units in the TruckMate database, select Match By Power Unit.

    Note: If you do not select this option, the system will import only those cards with drivers that correspond to drivers in the database.

  7. Click image51 Load a Card File.
    A calendar control opens.

  8. Select the date and time from which to load card data.

  9. Click OK.
    If the import is successful, the Import grid populates with card data that matches the date and time criteria you selected. With this information, you can do any of the following:

    Action Toolbar icon Keyboard shortcut Description

    Clear All Rows

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    CTRL+ALT+N

    Clears all data in the grid

    Check All Error-Free Rows for Import

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    CTRL+A

    Validates each record and selects all error-free detail rows in the grid

    If a record contains an error, a description of the error appears in the Error-Check column.

    Uncheck All Rows

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    CTRL+N

    Deselects all selected detail rows in the grid

    Retest/Error Check

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    CTRL+R

    Retests all records against any new information entered elsewhere on the Setup tab

    If the record does not contain any errors, the detail row is selected.

    If a record contains an error, a description of the error appears in the Error-Check column.

    Assign TruckMate Driver ID

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    CTRL+D

    Displays a window in which you can select a TruckMate driver ID to match with the cardholder ID for a selected detail row

    Assign TruckMate Employee ID

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    CTRL+E

    Displays a window in which you can select a TruckMate employee ID to match with the cardholder ID for a selected detail row

    Assign TruckMate Power Unit ID

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    n/a

    Displays a window in which you can select a TruckMate power unit ID to match with the cardholder ID for a selected detail row

    Overwrite Name/License in TruckMate

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    CTRL+O

    For a selected detail row, overwrites the value in the TruckMate ID column with the value in the Holder ID column. Applies to driver and employee records only.

  10. When you are ready to import the card data into your system, do one of the following:

    • Click image60 Import Checked Rows into TruckMate.

    • Press CTRL+ENTER.

    Card data in the selected detail rows is imported.

You can now configure options for individual cards.