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.

Set 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.

These instructions apply to both Windows 10 and Windows 11.

Install the Card Management COM+ application

In Windows, open the Component Services window. This feature is available in the Administrative Tools group in Control Panel.
In the leftmost navigation pane, go to Component Services > Computers > My Computer.
Right-click COM+ Applications and go to New > Application. The COM+ Application Install Wizard opens.
Select Next. The Install or Create a New Application window opens.
Select Create an empty application.The Create Empty Application window opens.
In the Enter a name for the new application field, enter Card Management.
On the Activation Type pane, check that that Server application is selected.
Select Next. The Set Application Identity window opens.
Select Network Service.
Select Next. The Add Application Roles window opens.
Select Add role. The Role window opens.
In the field provided, enter Everyone.
Select OK.
In the Add Application Roles window, select Next. The Add Users to Roles window opens.
Go to Everyone > Users.
Select Add. The Select Users or Groups window opens.
Select Advanced. Another Select Users or Groups window opens.
Select Find Now.
On the Search results grid, locate and select Everyone.
Select OK.
In the first Select Users or Groups window, select OK.

The Add Users to Roles window should resemble the one shown in the illustration.
Select Next.
In the window that opens, select Finish.
In the Component Services window, double-click COM+ Applications. The Card Management application displays on the middle pane.

Configure the Card Management DLL

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

Double-click Card Management on the middle pane.
Right-click Components and select New > Component. The COM+ Component Install Wizard opens.
Select Next. The Import or install a component window opens.
Select Install new component(s).
In the window that opens, go to your TruckMate install directory (normally C:\Program Files (x86)\TruckMate) and select CardMgmtServer.dll.
Select Open. The Install new components window opens.
Select Next.
In the window that opens, select Finish.

Configure the COM+ user group

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

Right-click Roles in the middle pane and go to New > Role. The Role window opens.
In the field provided, enter Card Management.
Select OK.
In the Component Services window, double-click Roles.
Double-click Card Management.
Right-click Users and go to New > User. The Select Users or Groups window opens.
Add all users that will need access to this service. For more information, see Assigning a User Account or Group to a Role.
When you have finished adding users, select OK and close the Component Services window.
Open the Computer Management window. This feature is available in the Administrative Tools group in Control Panel.
Go to Local Users and Groups > Groups.
Right-click in the middle pane and select New Group. The New Group window opens.
In the Group name field, enter Distributed COM Users.
Add all the users that you added to the Card Management role in Step 7.
When finished, select Close in the New Group window.
Close the Computer Management window.

Enter general real-time fuel vendor information

In the Card Management application, go to Setup > Vendors.
Select your fuel vendor in the database.
1. Select Find. The Select Card Vendor window opens.
2. Locate and select your fuel vendor.
  
  Currently, TruckMate supports these real-time fuel vendors:
  - Comdata
  - Fleet One
  - TCH
  - T-Chek
3. Select OK. The Vendors header displays your vendor’s information. The Real-Time option should be selected. If it is not, select it.

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, select Pick List to search for and select a TruckMate vendor ID. To view the vendor’s profile, select Vendor Profile.

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, select Pick List to search for and select a TruckMate vendor ID. To view the vendor’s profile, select Vendor Profile.

On 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 of the following: If you are performing the setup on the server, select Me. This sends the server’s IP address to your fuel vendor. If you are performing the setup on a local machine, enter the name of the server in the field provided. To test the connection, select 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* The 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.

Field

Definition

Local (COM+) Server *

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

If you are performing the setup on the server, select Me. This sends the server’s IP address to your fuel vendor.
If you are performing the setup on a local machine, enter the name of the server in the field provided. To test the connection, select 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

The 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.

When you have finished entering data, select Post.

Enter communication information

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

In Card Management, go to Setup > Vendors.
Make entries on the appropriate tab:
- TCPIP (Comdata, T-Chek)
- Web Services (Fleet One, TCH)
When you have finished entering data, select Post.

TCPIP (Comdata, T-Chek)

The TCPIP tab.

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, select 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, select Test.
POS Info Port	Port number used to transfer POS updates. Enter a value in this field if you are retrieving POS information. To test the connection, select 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, select 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.

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, select 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, select Test.

POS Info Port

Port number used to transfer POS updates. Enter a value in this field if you are retrieving POS information.

To test the connection, select 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, select 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 (Fleet One, TCH)

The Web Services tab.

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	The WSDL path as supplied to you by your fuel vendor.
Carrier Group (Parent/Child) WSDL	*Available for TCH only* The 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.

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

The WSDL path as supplied to you by your fuel vendor.

Carrier Group (Parent/Child) WSDL

Available for TCH only

The 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.

Enter dispatch information (Comdata, TCH)

The Dispatch tab.

In Card Management, go to the Vendors > Real-Time > Dispatch tab.

If you want, select one or more of the options on 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.

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.

When you have finished entering data, select Post.

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

In Card Management, be sure the Setup window is displayed.
Select the Vendors tab if it is not already selected.
Make entries on the appropriate tab:
When you have finished entering data, select Post.

Fleetone tab (Fleet One, TCH)

The POS tab.

Field	Definition
Download POS Every	Interval (in minutes) for downloading POS information Note: You must enter a value in this field if you are working with parent and child accounts.
Log Rotate Days	Number of days after which the system will delete the POS log file.

Field

Definition

Download POS Every

Interval (in minutes) for downloading POS information

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

Log Rotate Days

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

Comdata tab

In the Security # field, enter your Comdata security number.
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. On the One-Time Cash Reasons pane, select Insert Record. A blank record appears on the grid.
2. In the Code column, enter an alphanumeric value.
3. In the Description column, enter a description of the reason.
4. Select Post.

T-Chek tab

The T-Chek tab.

In the Company #, System User ID, and System Pin # fields, enter information provided to you by T-Chek.

Enter e-check information

In Card Management, go to Setup > Vendors > E-Checks.
Make entries on each tab:
When you have finished entering data, select Post.

Standard Settings

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 creating an e-check.
Post Type	Posting methods available when creating 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: 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. 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 that can be used to 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 #	Sets whether a trip number is required when an e-check is created for a particular payee type.
Fee Type	*Available for Comdata, T-Chek, and 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. Select Insert Record to add an e-check type.

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 creating an e-check.

Post Type

Posting methods available when creating 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 that can be used to 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 #

Sets whether a trip number is required when an e-check is created for a particular payee type.

Fee Type

Available for Comdata, T-Chek, and 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. Select The Insert Record icon. Insert Record to add an e-check type.

COM+/Accounting/Fees Settings

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, select Test.
Check Description	The default description attached to each e-check.
Cash Description	*Available for Comdata and TCH only* The default description attached to each one-time cash transaction.
Account/Group	The default account or group to be charged by the amount of e-checks. If you want, select 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, select Pick List to search for and select a contract. Note: You import contracts on the Accounts tab.
Drv. Ded. Code For Check Amt	The default driver deduction code used for charging the e-check amount.
Drv. Ded. Code For Plus Fee	The 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 The accessorial code. If you want, select 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 the Amount or Percent checkbox 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.

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, select Test.

Check Description

The default description attached to each e-check.

Cash Description

Available for Comdata and TCH only

The default description attached to each one-time cash transaction.

Account/Group

The default account or group to be charged by the amount of e-checks. If you want, select 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, select Pick List to search for and select a contract.

Note: You import contracts on the Accounts tab.

Drv. Ded. Code For Check Amt

The default driver deduction code used for charging the e-check amount.

Drv. Ded. Code For Plus Fee

The 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
The accessorial code. If you want, select 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 the Amount or Percent checkbox 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.

An example e-check on the Fee Settings pane.

Child Settings

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

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	The 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	The 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]§	The 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	The AP GL account number.
Auto-Advance	The status code (as set up in Codes Maintenance) to trigger an auto-advance in Customer Service.
Successful Load of Funds	The status code used with the freight bill upon a successful load of funds.
Unsuccessful Load of Funds	The status code used with the freight bill upon an unsuccessful load of funds.
Successful Drv. Ded. Creation	The status code used with the freight bill upon a successful driver deduction creation.
Successful AP Invoice Creation	The status code used with the freight bill upon a successful AP invoice creation.

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

The 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

The 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]§

The 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

The AP GL account number.

Auto-Advance

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

Successful Load of Funds

The status code used with the freight bill upon a successful load of funds.

Unsuccessful Load of Funds

The status code used with the freight bill upon an unsuccessful load of funds.

Successful Drv. Ded. Creation

The status code used with the freight bill upon a successful driver deduction creation.

Successful AP Invoice Creation

The status code used with the freight bill upon a successful AP invoice creation.

Enter 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.

In Card Management, be sure the Setup window is displayed.
Select the Accounts tab.
Make entries in the fields provided.
When you have finished entering data, select Post.

Accounts header

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. Select Pick List to search for and select an active fuel vendor.
Description	Account description
CAD	TruckMate currency code for Canadian dollars. Select 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. Select 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.

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. Select Pick List to search for and select an active fuel vendor.

Description

Account description

CAD

TruckMate currency code for Canadian dollars. Select 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. Select 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

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.

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.

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.
Imports	The following items are available from the TCH web service. Select one or more to import them. Contracts Policies Products Prompts All prompts appear on the Prompt List grid.

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.

Imports

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

Contracts
Policies
Products
Prompts
All prompts appear on the Prompt List grid.

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

Select the Parent/Child Account checkbox.
Select Parent Contracts.
Select Import. The system imports all parent contracts from the EFS server.
Select 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 select Pick List to search for and select a contract ID. Select Update again to retrieve the current balance.
To import child accounts, select Child Accounts and select Import. You can view child account information on 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.

Types of groups you could create include:

Drivers and non-drivers (such as employees)
Canadian drivers and American drivers

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

In Card Management, be sure the Setup window is displayed.
Select the Groups tab.
Make entries in the appropriate location(s) (see below).
When you have finished entering data, select Post.

Groups header

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, select Pick List to search for and select a vendor ID.
Account *	Fuel vendor account. If you want, select Pick List to search for and select an account ID.
Description	Group description

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, select Pick List to search for and select a vendor ID.

Account *

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

Description

Group description

Comdata

Field	Definition
Security Card 560017	The 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. Select 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. Select 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. Select 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.

Field

Definition

Security Card 560017

The 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. Select 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. Select 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. Select 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

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 #	The 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	The 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	The amount of cash a driver or employee can withdraw at an ATM using a card in this group.
Misc Dollar Limit	The amount of miscellaneous cash available to a card in this group.

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 #

The 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

The 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

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

Misc Dollar Limit

The amount of miscellaneous cash available to a card in this group.

TCH

General

Required field: *

Field	Definition
Contract ID *	The policy number as assigned by TCH.
Hand Entry	When selected, a card number can be entered by hand at POS locations.
Payroll Cntr ID	ID that links a SmartFunds card to the cardholder’s payroll record. When entered, these 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.

Field

Definition

Contract ID *

The policy number as assigned by TCH.

Hand Entry

When selected, a card number can be entered by hand at POS locations.

Payroll Cntr ID

ID that links a SmartFunds card to the cardholder’s payroll record. When entered, these 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.

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.

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.

|Field |Definition

Product

Product name

Amount

The maximum amount of the product that can be purchased within a given time period.

Measure Unit

The 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.

Field	Definition
Day	The day of the week on which card usage is restricted.
Begin Date	The date on which the card usage restriction period begins.
Begin Time	The time at which the card usage restriction period begins.
End Date	The date on which the card usage restriction ends.
End Time	The time at which the card usage restriction ends.

Field

Definition

Day

The day of the week on which card usage is restricted.

Begin Date

The date on which the card usage restriction period begins.

Begin Time

The time at which the card usage restriction period begins.

End Date

The date on which the card usage restriction ends.

End Time

The 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. Afterward, you can create new cards manually.

In Card Management, be sure the Setup window is displayed.
Select the Import tab.
Enter or select the vendor in the first field, and the account ID in the second field.
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.
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.
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.
Select Load a Card File. A calendar control opens.
Select the date and time from which to load card data.

Select 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	Keyboard shortcut	Description
Clear All Rows	CTRL+ALT+N	Clears all data in the grid.
Check All Error-Free Rows for Import	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	CTRL+N	Deselects all selected detail rows in the grid.
Retest/Error Check	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	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	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	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	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.

Action

Toolbar icon

Keyboard shortcut

Description

Clear All Rows

CTRL+ALT+N

Clears all data in the grid.

Check All Error-Free Rows for Import

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

CTRL+N

Deselects all selected detail rows in the grid.

Retest/Error Check

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

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

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

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

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.

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