TECHNICAL ARTICLE: howto_010.htm

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HOW TO:  Check for Fuel Card Data Compatibility

Fuel data must be imported chronologically. In other words, you cannot import fuel data for May 2013, and later import data for April 2013.
As you are becoming familiar with the Fuel Import Manager, make a copy of your database, and test the import process using your database copy.  This will avoid damaging your production database file in the event your profile is defined incorrectly, or if there are issues with your fuel transaction data.  
The Fuel Import Manager is compatible with many types of data from various fuel card companies.  This document will describe how to verify compatibility.
First, the data that you receive from your fuel card company must be in clear-text format, one record per physical line.  Basically, if you can view your data in Notepad without any unusual characters appearing, it is clear-text.
Next, each piece of information (e.g. date, odometer, gallons, etc.) must be separated or 'delimited' by a character.  A common delimiter is a comma.  Some files are tab-delimited.  In this case, the actual tab character does not appear, but rather it positions each field of data into tabbed columns.
Lastly, your data may be delimited by an unusual character, such as "~".  FLEETMATE is compatible with essentially any delimiter character.  However, the delimiter character must not appear within in the actual data values.
Numeric data values in your import file must not be formatted in any way.  As an example, the currency value $1,234.56 is invalid.  This value must exist in your import data as the numeric value 1234.56.  An odometer value of 123,456 is invalid.  This value must exist as 123456.  Only numerals (0-9) and a decimal stop are valid.
International Numeric Values:
If a comma is the decimal stop character used in your Country, you cannot use "csv" as your import format, and you must avoid the period character as the thousands separator.   
Below is a list of five (5) essential pieces of information that must exist in each fuel card record:

  1.  Transaction Date

  2.  Odometer

  3.  Total Fuel Cost (Unit Cost is optional)

  4.  Total Fuel Volume

  5.  Vehicle ID (i.e., VIN, Veh No, or Tag No)

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