Working with a single card

On the Cards tab of Card Management, you can view, add, and update information for a single card. Depending on your fuel vendor, you have two choices for data entry:

  • You can add and update individual cards.

  • You can assign a card to a group, which has shared properties and options.

Look up a fuel card

  1. In Card Management, select Go > Cards.

  2. Select The Find icon. Find. The Select Card window opens.

    The Select Card window.

  3. Select a card and then select OK. The Cards tab populates with the card’s information.

Create a new card manually

You can create a new card manually if either of the following is true:

  • You are using a non-real-time fuel vendor.

  • Your fuel vendor is Fleet One and an initial set of card data has already been imported.

If neither of these is true, you must import card data from a file provided by your vendor. You can then update information for individual cards. If you try to create a new card without first importing card data, the system displays an error message.

To add a card manually:

  1. On the Cards tab, select The Insert icon. Insert. The tab reloads with blank fields.

    The Cards tab.

  2. Enter a fuel vendor in the Vendor field. You can select image23 Pick List to search for and select an active fuel vendor.

    To view the fuel vendor’s web site in your default browser, select A globe icon. Go to vendor’s website.

    To view the vendor’s profile, select The Go to vendor profile icon. Go to vendor profile.

  3. In the Account # field, enter the account code. To search for and select an account code, select image23 Pick List.

  4. In the Card # field, enter the card number.

    If you are creating a new card, you may have to follow a specific format as defined during setup.

  5. In the Assigned To field, select the resource type for the card. The options are:

    • Driver
      Only the specified driver can use the card.

    • Employee
      Only the specified non-driver employee can use the card.

    • Power Unit
      Only the operator of the specified power unit can use the card.

    To search for and select a resource ID, select A magnifying glass icon. Pick List.

  6. Select a status from the Status dropdown menu:

    • Active
      Card is available for use

    • Block
      Card is blocked and unavailable for use

    • Lost
      Card is lost and unavailable for use

    • Delete
      Card has been deleted and is unavailable for use

  7. Do one of the following:

    • If you are setting up a new Fleet One card, enter information on the Fleet One-specific Details tabs.

    • If you are using a non-real-time fuel vendor, enter information in the Details tab fields:

      Field Definition

      Pin#

      Personal Identification Number (PIN). You can enter up to four digits.

      Limit

      Dollar limit

      Issue Date

      Card issue date

      Expiry Date

      Card expiration date

  8. When you have finished entering data, select The Post icon. Post.

Assign a card to a group

If you are using Comdata, TCH, or T-Chek as your fuel vendor, you can assign a card to a group. All the cards in a group have shared settings.

  1. In Card Management, go to the Cards tab.

  2. Look up a card.

  3. On the Details tab, enter the group code in the appropriate field:

    • Comdata: Cust ID (Group).

    • TCH: Policy Number

    • T-Chek: Group #

    The system populates fields with data automatically.

  4. Select The Post icon. Post

Look up and convert resource IDs

You can map resource IDs on the real-time vendor’s server to the resources available in your system.

  1. On the Cards tab, look up a card.

  2. Go to Tools > Resource ID Lookups/Conversions. The Resource ID Lookups/Conversions window opens.

    The system scans the values for the selected fuel card. If there are any resources that do not have an equivalent in TruckMate, they appear on the grid.

    You must provide a resource from your TruckMate database to substitute for the card’s real-time vendor value.

    The Resource ID Lookups/Conversions window.

  3. Double-click the TruckMate Value field in the row of the TruckMate resource that you want to map to the vendor’s resource.

Create or remove card overrides

This feature is available for TCH cards only.

An override is a transaction that is allowed even though it does not meet the requirements set by the card and the policy. You can set the number of overrides allowed for a card. You can remove overrides, regardless of the number of outstanding transactions on the card.

  1. On the Cards tab, look up a TCH card.

  2. On the Details > General tab, do one of the following:

    • Create overrides:

      1. In the No of Overrides field, select a number greater than 0.

      2. If you want overrides to apply to all locations, select Override All Locations.

    • Remove overrides:

      1. Select The Remove Overrides icon. Remove Overrides. You can also set the value in the No of Overrides field to 0 and clear Override All Locations if it is already selected.

  3. To save your changes, select The Post icon. Post

Transfer existing card data to a new card number

This feature is available for TCH cards only.

You can to transfer information from an expiring or expired TCH card to a new card.

  1. On the Cards tab, look up a TCH card.

  2. On the Details > General tab, enter the number of the card want to transfer information to in the New Card # field. You can select image23 Pick List to search for an active card.

  3. Go to Tools > Transfer Card. A confirmation message appears.

  4. Select Yes.

Enter details for real-time fuel cards

  1. On the Cards tab, look up a card.

  2. On the Details tab, make entries in the fields provided. Each real-time fuel vendor has their own unique fields:

  3. When you have finished entering data, select The Post icon. Post.

Comdata

image68

Required field: *

Read-only field: §

Field Definition

Holder/Driver §

The card user’s ID.

If the card is assigned to a power unit, you can select A magnifying glass icon. Pick List to look up the ID of the driver currently operating the power unit.

If the card is assigned to a driver or employee, the value in this field is the driver’s or employee’s ID.

Cust ID (Group)

The group code.

To search for and select a group code, select A magnifying glass icon. Pick List.

Primary Card

If your company has multiple fuel cards, you can transfer funds from the primary card to any of the secondary cards. If an inquiry is done on a secondary card, the primary' card’s number is shown in this field.

Trip

Trip number associated with the card

Power Unit

ID of a power unit associated with the card

Trailer

ID of a trailer associated with the card

Driver

ID of a driver associated with the card

Features

Types of features for which a driver can use a fuel card. Select All or None to select or clear all options.

Dollar Limits

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

Renew Limits

Sets when the values in the Dollar Limits and Volume Limits sections refresh.

Fleet One

image72

Fleet One has five Details subtabs:

  • General
    Shows general information about the card and the driver.

  • Fuel Limits
    Shows details such as fuel resets, restrictions, and product codes.

  • Cash Limits
    Shows details such as cash resets, restrictions, and product codes.

  • Additive Limits
    Shows additive details such as additive resets, restrictions, and product codes.

  • Repair Limits
    Shows details such as repair resets, restrictions, and product codes.

  • Misc Limits
    Shows details such as miscellaneous cash resets, restrictions, and product codes.

QuikQ

The QuikQ version of the Details tab.

These fields are all read-only:

Field Definition

Trailer

Shows the trailer that is dispatched on the trip.

Power Unit

Shows the power unit that is dispatched on the trip.

Trip #

Shows the trip number.

Driver ID

Shows the ID of the driver that is dispatched on the trip.

Cash Load Balance

Shows the driver’s real-time cash load balance.

Card Transfer New Card #

Shows the card’s new number after a transfer.

T-Chek

image71

Field Definition

Holder/Driver

The card user’s ID.

If the card is assigned to a power unit, you can look up the ID of the driver currently operating the power unit by selecting image23 Pick List.

If the card is assigned to a driver or employee, the value in this field is the driver’s or employee’s ID.

Group #

The group code. To search for and select a group code, select image23 Pick List.

Card Type

The card type. Options are:

  • Primary
    The primary fuel card. It can update or access one or more secondary cards.

  • Secondary
    The secondary fuel card. It receives dollar amounts from a primary card.

  • Cash Only
    Fuel card that can only be used for withdrawing cash from an ATM. No point of sale (POS) purchases are allowed.

ATM Access

Sets the level of ATM access for the card. 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.

Exempt

Exemption level for fuel cards. Options are:

  • Limited
    You can specify limits in the Power Unit Fuel and Reefer Fuel fields.

  • Exempt
    You cannot specify limits in the Power Unit Fuel and Reefer Fuel fields.

  • Next Transaction Only
    The limits in the Power Unit Fuel and Reefer Fuel fields are applied to the next fuel card transaction.

Power Unit Fuel (/day)

Power Unit Fuel (/transaction)

The amount of fuel that a cardholder can purchase in one day or one transaction.

Reefer Fuel (/day)

The amount of reefer fuel that a cardholder can purchase in one day.

Trip #

Power Unit

Trailer

Hub

The fields in the Dispatch section can only be adjusted if you have dispatch set up for the fuel vendor.

These fields show details about the trip and trip resources associated with the card.

Trip Limit Balance

Dollar amount available on the card for the specified trip

Dash Cash Balance

Dash Cash amount available

Diesel 1

Diesel 2

Gas

The values in the Fuel Purchases Allowed section specify which types of fuel can be purchased with the card. Options are:

  • Allowed
    All fuel purchases for the selected fuel type are allowed.

  • Not Allowed
    No fuel purchases for the selected fuel type are allowed.

  • Restricted
    Fuel purchases for the selected fuel type are restricted based on criteria set by T-Chek. For more information, contact your T-Chek representative.

Fuel Daily Limits Reefer

The amount that can be applied towards fuel purchases for a reefer trailer.

Fuel Daily Limits Total

Total amount that can be applied towards fuel purchases. The difference between this value and the value in the Fuel Daily Limits Reefer field is the amount that can be applied towards power unit fuel purchases.

Cash Dollar Limit Refresh

Sets when the system will refresh the value in the Cash Dollar Limit Amount field. Options are:

  • No Refresh
    Value is never refreshed

  • Daily
    Value is refreshed at the end of each day

  • Repeating
    Value is refreshed on the days you specify

  • Only on Specified
    Value is refreshed on the days you specify, but only for the current week

Cash Dollar Limit Amount

Cash allowance amount.

Note: The amount is not cumulative. If a driver or employee does not withdraw the allowance, they will not receive an addition to that allowance.

Daily

Maximum amount of the cash allowance that can be withdrawn in one day. For example, if the value in the Cash Dollar Limit Amount field is $100, and the value in this field in $50, a driver can withdraw up to $50 two times in a single day.

Refresh/Every

When selected, the system refreshes the Miscellaneous Dollar Limit Amount on the day specified in the Every field.

Miscellaneous Dollar Limit Amount

Cash allowance amount.

Note: The amount is not cumulative. If a driver or employee does not withdraw the allowance, they will not receive an addition to that allowance.

TCH

The TCH subtabs of the Details tab.

TCH has five subtabs:

General

Required field: *

Read-only field: §

Field

Definition

Policy Number *

Policy number as assigned by TCH

Hand Entry

Determines whether a cardholder can enter the card number by hand at POS locations. Options are:

  • Allow
    Hand entry is allowed.

  • Disallow
    Hand entry is not allowed.

  • Policy
    Hand entry is determined by the policy indicated in the Policy Number field.

Company Xref

Allows the company to use a cardholder, group, or any other reference as a mutual cross-reference for the card between TCH and the company.

Last Transaction §

ID of the last transaction that took place with the card

Last Used Date §

Date of the last card transaction

One Time Cash §

Amount on the card allowed for a one-time cash transaction

Card Balance §

Current card balance. This is calculated by subtracting the amount of used funds from the card limit.

Card Type §

Card type as defined by TCH. The card type cannot be changed. The types are:

  • Fleet
    Company funds

  • SmartFunds
    Driver’s personal funds

  • Universal
    Company and personal funds

Status

Card status. Options are:

  • Active

  • Inactive

  • Hold

  • Follows

ATM

TCH Check

ACH Transfer

Wire Transfer

Debit Network

Sets whether the card can be used with certain networks or for creating certain checks or transfers. Options are:

  • Allow
    The card can be used for the specified action.

  • Disallow
    The card cannot be used for the specified action.

  • Policy
    Usage (allowed or disallowed) is determined by the policy applied to the card.

Prompts

Locations

Limits

Time Values

The options for the Source section fields set which definitions are used for that field. Options are:

  • Card
    The item is controlled by the definition set for the card.

  • Policy
    The item is controlled by the definition in the policy.

  • Both
    The item is controlled by the definition set for the card. If there is no definition set for the card, the item is controlled by the definition in the policy.

Trailer

ID of a trailer associated with the card. To search for and select a trailer ID, select image23 Pick List.

Power Unit

ID of a power unit associated with the card.

Trip #

Trip number associated with the card.

No of Overrides

The number of times a transaction is allowed that does not meet the requirements set by the card and the policy. Valid values are 0 through 9.

Override All Locations

When selected, the card can be used at any location, regardless of any location controls on the card or in the policy.

New Card #

The number of the card that will receive all the setup options for the current card. Once this happens, the system cancels the current card.

Prompts

On the Prompts tab, you can set prompts that the cardholder must respond to when the card is used. Validations and restrictions can be applied to those prompts. To add a prompt, select The Insert icon. at the bottom of the page.

Required field: *

Read-only field: §

Field Definition

Prompt *

List of available prompts

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

  • Numeric
    Entry must contain only numbers

  • Alpha-Numeric
    Entry can contain a mix of alphabetic characters and 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 and 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 an alphabetic, numeric, or alphanumeric entry

Maximum

Maximum number of characters required for an alphabetic, numeric, or alphanumeric entry

Length check

Options are:

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

  • False
    The system does not validate the length of the entry.

Override

Options are:

  • True
    The prompt can be overridden.

  • False
    The prompt cannot be overridden.

Card Limits

Field Definition

Product

When selected, the user can specify a product that can be purchased with the card.

Amount

Maximum amount that can be purchased within a given time

Measure Unit

Measurement unit used with the value in the Amount field

Reset Hour

Number of hours that must pass before the system will reset the amount of product that can be purchased. Alternately, enter 0 in this column and choose one or more days in the day columns.

Override

Options are:

  • True
    The prompt can be overridden.

  • False
    The prompt cannot be overridden.

Date and Time Restrictions

Field Definition

Day

The day of the week when card usage is restricted.

Begin Date

The date the card usage restriction period begins.

Begin Time

The time the card usage restriction period begins.

End Date

The date the card usage restriction ends.

End Time

The time the card usage restriction ends.

Override

Options are:

  • True
    The prompt can be overridden.

  • False
    The prompt cannot be overridden.

One Time Cash Limit

The One Time Cash Limit tab.

On the One Time Cash Limit tab, you can set the amount of one time cash on the card. You can also see the history of one time cash transactions.

To change the amount of one time cash, enter a value in the Amount field, then select Add or Remove.