How to Leverage Your Fuel Card in NexTraq

How to Leverage Your Fuel Card in NexTraq
NexTraq Fuel Card Integration Overview
The NexTraq® solution provides tools to optimize the use of your fleet fuel cards. NexTraq can
integrate transaction data from fuel and maintenance purchases for companies using a number of fleet
fuel cards. NexTraq turns this data into helpful reports and locates all merchants accepted by these
vendors on the InstaView, Activity History and Routes maps, making it easy to use participating
merchants. You must be a customer of one of the supported fuel card programs in order to benefit
from the integrated data offered in this NexTraq feature. See the Fuel Card Vendor Information in the
Activation section below for a complete list of currently supported fuel cards.
If you are already a fuel card customer of one of the supported fuel card vendors and you want to add
the fuel card functionality in the NexTraq solution, account verification is the first step. Once activated,
the fuel card company will release this data to NexTraq. No credit card information or personally
identified information is stored in the NexTraq solution. Only fuel card transaction data is stored.
Activation
The activation step simply sends a request to your fuel card vendor to verify your account and to allow
NexTraq to receive transactions from your card account. You must be a NexTraq user with
Administrative authority to initiate the process.
If you are currently a fuel card subscriber with one of the supported fuel card vendors:
1. Click Account under the Admin tab.
2. Page down to the Active Fuel Card section and click the Activate Fuel Card button.
3. The Activate Fuel Card Wizard displays your first selection: Fuel Card Vendor. Select a
vendor from the drop-down list and click Next.
AppNote Revision 9.0
NexTraq v8.14.11
©NexTraq 2015
4. Select the Fuel Card Type and enter the required account code or billing group ID number.
Each fuel card vendor has one or more Fuel Card Types available. The table below lists the
current options.
Fuel Card Vendor Information
Fuel Card Vendor
Fuel Card Type and Vendor Website
ARCO
Arco Business Solutions Master Card®
http://www.arcobusinesssolutions.com
BP Business Solutions
BP Business Solutions Master Card
BP Business Solutions Plus
http://www.bpbusinesssolutions.com
BuilderPro™ Universal Premium FleetCard Master Card
http://www.builderprosavings.com/
CFN FleetWide
https://www.cfnnet.com
Chevron Business
Chevron Universal Business
http://www.chevrontexacobusinesscard.com
Fleet One Local
Fleet One OTR
http://www.fleetone.com
Fuelman Advantage Business Master Card
Fuelman Advantage Fleet Card
Fuelman Commercial Advantage Fleet Card
Fuelman Diesel Advantage Fleet Card
Fuelman Diesel Platinum Fleet Card
Fuelman Discount Advantage Fleet Card
Fuelman Public Sector
Universal Premium Fleet Card MasterCard
http://www.fuelman.com
NexTraq Fuel Card
http://www.nextraq.com
BP
BuilderPro
CFN
Chevron
Fleet One
Fuelman
NexTraq
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NOTE: NexTraq customers who wish to become fuel card subscribers can visit the
websites listed in the Fuel Card Vendor Information table for more information.
5. The zip code is automatically completed with the account zip code. Edit the billing zip code
if necessary by entering the new code in the text box.
6. Click Next.
NOTE: Find the account code or billing group ID number and billing zip code on your
fuel card statement.
7. The third step of the activation wizard displays your selections for a final review. Click Back
to go to the previous window in the wizard to edit your choices. If your entries are
accurate, click Finish.
8. You have one more opportunity to review; then click Yes to confirm your choices.
9. Your activation request has now been submitted. Click Close.
Until NexTraq receives confirmation of your fuel card account, your fuel card status remains Pending.
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No transaction data will be available for the Fuel Purchase List or fuel-related reports until the
Activation Status changes to Active and fuel card numbers are associated with drivers (or mobiles)
within the NexTraq solution.
Upon activation, your vendor’s points of interest will be available on the InstaView, Activity History and
Route maps.
Fuel Card Association
In NexTraq, associate a fuel card with either a driver or a mobile, but not both. Your selection should
represent where the card stays. If the card stays with the driver, in NexTraq it should be associated
with the driver. If the card remains with the vehicle, it should be associated with the mobile.
NOTE: Associate a fuel card number with either a driver OR a mobile, but not both.
Driver Association
From the Admin tab, select Drivers to display the Driver list. Click the driver’s Edit icon . Enter the
fuel card number assigned to the driver. The screen prompts the correct number of digits to enter,
depending on your account's fuel card. Be sure to create a mobile assignment for the driver.
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The Fuel Card Number associated with the driver will appear on the Driver List in the Fuel Card #
column. The Driver List also may be sorted by Fuel Card # using the column sort arrows .
NOTE: A warning message displays if the fuel card number has been previously
assigned to another driver or mobile. We recommend assigning a fuel card number
unique to each driver or mobile. When drivers or mobiles share fuel card numbers,
transactions received from the fuel card vendor may not always be associated with the
intended driver or mobile. You may need to correct these transactions in the Fuel
Purchase List to insure accurate reporting.
Mobile Association
From the Admin tab menu, select Mobiles > Summary to display the Mobile List. Click the mobile’s Edit
icon . Enter the fuel card number. The screen prompts the correct number of digits to enter,
depending on your account's fuel card. Click Save.
When the Fuel Card Number is associated with a mobile, the number will appear on the Mobile List in
the last column on the right (before any custom columns). The Mobile List also may be sorted by Fuel
Card # using the column sort arrows .
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The Mobile List and the Driver List may be exported using four export methods: CSV, Excel, XML, PDF.
These export options are available at the bottom of each list page .
Fuel Purchase List
From the Admin tab menu, select Fuel Purchases. When you have a fuel card with an Active status and
drivers (or mobiles) associated with a fuel card, the Fuel Purchase List is updated automatically to
NexTraq from your fuel card vendor.
This summary list displays information about each purchase: mobile name, associated driver, purchase
date and time, price per unit, total sale amount, state, fuel or other purchase, fuel type, fill-up or not,
whether the transaction was manually entered or automatically updated, distance from previous fuel
purchase, and calculated miles per gallon (MPG).
NOTE: Although NexTraq checks for new fuel purchase transactions as often as every
hour, the frequency of transaction updates on the Fuel Purchase List also depends on
the fuel card vendor schedule for submitting transactions to NexTraq.
NOTE: The MPG calculation occurs in an overnight process and requires two fill-up
fuel purchases.
Adjusted transactions occur when a transaction with an unknown product code is received from the
fuel card vendor or saved manually. These transactions appear on the Fuel Purchase List with a Fuel
Type of “Unknown.” The application uses details on the transaction to determine whether the
purchase is for fuel. If the application determines that the transaction is fuel, the value in the Fuel
column will be “Yes” and you can select the appropriate fuel type on the Edit Fuel Purchase page.
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Click the Edit icon to review transaction details, display the most recent fuel efficiency calculation
history and update the Fuel Type for adjusted transactions.
The Fuel Efficiency section displays a summary of the MPG calculation with details hidden. Click Show
Details to display the specifics. A message indicating that fuel efficiency has not been calculated will
appear in this section for new fuel transactions (until the overnight calculation takes place) and for
non-fuel transactions.
Changes in the following information on a fuel purchase transaction may designate it for recalculation:

Mobile selected

Fill up indicator

Fuel amount, price, and/or total (on manually entered transactions)
Merchant address (on manually entered transactions)
When one of these changes is saved, a message alerts you to the pending recalculation: “Designated
for recalculation due to a change in Mobile’s fuel transaction history.”

NOTE: If the recalculation is scheduled for a transaction other than the most recent
one, the recalculation will be applied to all subsequent fuel transactions.
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Merchant Locations
With your fuel card active in NexTraq, the InstaView, Activity History and Routes maps will have the
Merchants option on the map controls. Indicate whether you want to display merchant labels on the
map along with icons by checking the Show labels with icons checkbox. Points of Interest icons
mark the merchant locations.
To view merchants:
1. Click the Merchants control. Select the types of merchants to display.
2. The InstaView map displays a purple dot at each merchant location. Click OK to close
the “zoom further” message.
NOTE: The types of merchants listed will depend on your account’s fuel card vendor.
3. Click the Merchants arrow next to the zoom slider to go to the level where merchant
details are viewable.
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4. Left click the Merchant icon to display the Merchant tab which includes business name
and address. The Amenities tab (available for FleetOne points of interest) provides
information on what kind of fuel is available as well as other services such as the pay at
the pump option.
Activity History Map
When you choose one of the activity actions for a mobile (Show Recent Activity or Show Last 30
Minutes), the Activity History map will display and will have Merchants as one of the map controls.
Click the Merchants control
to open the options. Select to show the Merchant icons on the map
and to show them with their labels, if desired.
Routes Map
The Routes map will include the Merchants option in the map controls. With the icons shown on the
map, right click the point of interest icon and click Add Stop to add the merchant address to the list of
stops.
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Having the merchants available on the Routes map makes it easy for your dispatcher to create a route
that includes a fuel stop, for example.
Reporting
When your fuel card is active in NexTraq, four reports will be available in your reports list: Fuel Card
Purchase History, IFTA Fuel Tax, Fuel Slip Audit, and Fuel Efficiency. These reports help you to analyze
fuel purchases and comply with regulatory reporting requirements.
Fuel Card Purchase History Report
Once Drivers (or Mobiles) are associated with a fuel card number, all fuel card transaction activity will
be available on the Fuel Card Purchase History Report without having to go to another system. The
report provides a convenient way to monitor and analyze on the road expenditures.
To create the report:
1. Select Fuel Card Purchase History from the Reports tab menu.
2. Choose the time, date and mobile options.
3. Include fuel purchases that are not assigned to a mobile or driver by leaving the
“Include Unassigned” option checked. Unassigned fuel purchases will appear in a
designated section at the end of the report.
4. Click View Report.
The report provides detailed information about each transaction including mobile and driver
information, purchase date, merchant name, purchase location, non-fuel purchase amount, price per
gallon, gallons purchased, and fuel purchase amount. You can also include fuel purchases that are not
assigned to a mobile or driver. In the example below, the fuel card number was associated with the
mobile.
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IFTA Fuel Tax Report
If your company is an over-the-road motor carrier operating in the United States and Canada,
NexTraq’s IFTA Fuel Tax report will simplify quarterly IFTA tax reporting. This report combines the fuel
card as well as manually entered fuel purchases information and miles travelled by state into a useful,
time-saving summary.
To create the report:
1. Select the IFTA Fuel Tax from the Reports tab menu.
2. Choose the reporting quarter, a fuel type, and the mobile or fleet desired.
3. Click View Report.
The report includes such critical data as IFTA miles, tax paid gallons, net taxable gallons, and tax rate by
state. The report also shows the number of adjusted transactions (with unknown product codes) for
selected mobiles during the specified quarter, and lists them separately in a summary at the end of the
report. The report calculates fuel tax surcharges for those states requiring them; fuel tax surcharge
information for a state appears on a separate line in the report. The IFTA Fuel Tax report simplifies the
data collection for tax reporting.
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Fuel Efficiency Report
The Fuel Efficiency report provides a quick way to identify vehicles that may be operating under their
optimal efficiency. Taking fuel purchase data from integrated fuel cards or manually entered fuel
purchases, this report compares the vehicle’s expected and effective fuel consumed and cost of fuel
consumed. Vehicles that are not running efficiently are highlighted in yellow, if they are between 80%
and 89% of their expected MPG. Vehicles are highlighted in red if they are below 80%.
To create the report:
1. Select Fuel Efficiency from the Reports tab list.
2. Choose the time frame and the mobile or fleet desired.
3. Click View Report.
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NOTE: The Fuel Efficiency report provides good faith estimates of fuel efficiency based
on transaction details provided by fuel card vendors, fuel capacity information entered
by fleet managers and vehicle tracking information. Incomplete or inaccurate source
data will impact the estimates presented.
Fuel Slip Audit Report
The Fuel Slip Audit report identifies possible incidents of fuel card discrepancies by highlighting
questionable transactions. The report provides information about purchase Location in relation to
vehicle location at the purchase time. If this distance is greater than 0.2 miles, the distance on the
report will be highlighted in red. Also, if the capacity of the vehicle’s tank is smaller than the number of
gallons purchased, the number of gallons and vehicle capacity will be highlighted in red. The report
points out “exceptions” that may need to be examined further.
To create the report:
1. Select Fuel Slip Audit from the Reports tab list.
2. Choose the time frame and the mobile or fleet desired.
3. Click View Report.
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Additional Information
For more information, contact NexTraq Customer Support at 855-358-6178 or 678-762-6850 or via
email at [email protected].
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