E-checks

The E-Checks tab.

You can view, create, and distribute e-checks on the E-Checks tab. Drivers can use these checks to pay for expenses that are not covered by their fuel card.

The term for this type of check varies by fuel vendor.

The E-Checks tab is available if your system is configured for its use. For more information, contact your system administrator.

Look up an e-check

  1. In Card Management, select Go > E-Checks.

  2. Select image22 Find.

  3. In the window that opens, select an e-check. You can use the filter fields to locate the e-check.

  4. Select OK.

Create an e-check

  1. On the E-Checks tab, select image61 Insert. The E-Checks window re-opens with blank fields.

  2. Enter information in the Entry and Accounting fields.

    The options that are available depend on your fuel vendor, system setup, and type of e-check.

  3. When you have finished entering data, select image25 Post.

Entry fields

Required field: *

Read-only field: §

Field Definition

Vendor *

The real-time fuel vendor. To search for and select an active vendor, select image23 Pick List.

Pay To *

Party that will receive the e-check. Options are:

  • Driver

  • Interliner

  • Vendor

To search for and select an ID, select image23 Pick List.

Card number/Acct number *

The card or account number associated with the e-check. To search for and select a card or account number, select image23 Pick List.

Contract

Available for TCH only

The contract number. This option is available only if the value in the Mode field is Real-Time Check.

Mode *

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

  • Real-Time Check
    When selected, the e-check is debited against the driver’s account instantly.

  • Local/Seed Check (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.

    Note: When an e-check is created or saved, the system creates 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 record cashing of the e-check by the payee. For example, the system will not capture dates, locations, cashed amounts, or 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, QuikQ, TCH)
    When selected, the system transfers a cash amount directly to the card.

Dir.Dpst

Available for Comdata and TCH

This option is only available only if:

  • The vendor has set up direct deposit functionality for the driver and card.

  • The Payee Type is set to Driver.

  • The Mode is set to Real-Time Cash.

When selected, funds will be deposited directly to the driver’s bank account.

Since TCH also supports real-time cash, TCH can support Dir Deposit by loading funds to a driver’s personal card (such as a Smartfund type of card).

Amount *

Amount on the e-check

Sent Via Mobile-Comm

Available for TCH only

When selected, the system sends a message to the payee’s mobile phone.

PlusChek #

Available for Fleet One only

Fleet One refers to e-checks as PlusChek. When you enter a PlusChek number in this field, it links it to the card.

Description

Description of the e-check

Fee Type

Determines how the system will handle fees. Options are:

  • Plus
    The system charges fees to the carrier.

  • Less
    The system deducts fees from the original amount of the e-check.

Note: The available options vary by fuel vendor.

Fee Amount

Fee amount as defined on the Setup tab

E-Check Type

Type of e-check as defined on the Setup tab

Trip #

The trip number associated with the e-check

Cash Avail

Sets the date when cash becomes available if the e-check’s Mode is set to Real-Time Cash.

Pending

Allows you to approve or reject an e-check. The options are:

  • Approved

  • UnApproved

  • Rejected

Accounting fields

Required field: *

Read-only field: §

Field Definition

Post Via

Method used to post to Accounting. Options are:

  • No
    The system will not post the e-check to Accounting.

  • Direct Driver Deduction
    The system will deduct the e-check amount from the driver’s account. If the value in the Fee Type field is Plus, fees are also deducted.

  • Instant Check
    The system will generate an instant check.

Code/IP

This field will be labeled either Code or IP #, depending on the value in the Pay To field. If your system allows it, you can select image23 Pick List to search for and select a code or IP number.

Note: If the value in the Pay To field is Driver, the driver must have the code you select included in their contract.

Auto-Approve

When selected, the system will approve deduction entries automatically. It then passes them to Driver Pay Register for posting to the general ledger.

Lump Fee

This option is available if:

  • The Pay To field is set to Driver.

  • The Fee Type field is set to Plus.

  • The Post Via field is set to No.

When selected, the system adds the fee into the deduction. For example, if a $100 e-check includes a $1 administration fee, the system will create a single driver deduction for $101. It uses the value in the Code field for the deduction.

If not selected, the system creates two separate driver deductions. One deduction for the e-check amount and one for the fee. Both will use the code specified in the Code field unless there is a different code in the Fee Code field.

Fee Code

Deduction code, reverse deduction code, or IP number to use for the fee. To search for and select a code or IP number, click image23 Pick List. Available only if Lump Fee is not selected.

Audit

The Audit tab.

You can view details about individual e-checks on the Audit tab. These fields are read-only.

Issued

The Issued section shows the:

  • Date the e-check was issued

  • ID of the user who issued the check

  • Unique code used by the driver/employee to cash the e-check

    Note: This is confidential information that should not be given to anyone other than the person who will receive the e-check.

  • Amount due

  • Exchange rate

  • Expiration date

The data that is displayed can vary between fuel vendors:

  • Comdata: The amount and any fee appear immediately. The next time you view a Comdata e-check, a real-time update takes place. If the e-check was cashed, the values in the Last Cashed section are updated.

  • T-Chek: The amount and any fee do not appear immediately. Information in this section is updated when T-Chek POS transactions are processed. To see these updates, the Real-Time POS option must be selected and the TruckMate Service Host must be running.

Last Cashed

The Last Cashed section shows the:

  • Date the e-check (or a portion of the e-check) was cashed

  • Location where the e-check (or a portion of the e-check) was cashed

  • Automatically-generated check number

  • Remaining balance on the e-check

The vendor-specific rules that apply to the Issued section also apply to the Last Cashed section.

Cancelled

This section shows the:

  • Date the e-check was canceled

  • Amount of the e-check at the time it was canceled

  • User who canceled the check

Sequence / ID

This section shows unique, sequential identifiers for the e-check for both TruckMate and the fuel card vendor. You can use this information when configuring custom Crystal Reports.