Assign Fuel Cards and Fuel Transactions to Vehicles

After your account has been set up with a Fuel Card Integration and your fuel card details have been imported into Fleetio, you will need to assign each fuel card to the corresponding Fleetio Vehicle for fuel card transactions to be imported.

Manage Fuel Cards

To manage your Fuel Cards and Fuel Card Assignments for Comdata, WEX, and FLEETCOR:

Click Fuel & Energy in the Sidebar Navigation and select the [Provider Name] Cards link for your provider.

• For Example, if your Fuel Card provider is Comdata, you'll have an option for Comdata Cards.

You'll be brought to a Fuel Cards index page for your Fuel Card provider.

Here you can:

• Use the Tabs (a) to view All, Assigned, Unassigned, or Archived fuel cards
• Search (b) for Vehicle numbers, account names, and suffixes
• Click Filters (c) to open the Filters sidebar
• Click the More Actions Button (d) to Manage Integrations or Export the page as a .CSV file

Assign Fuel Cards

Fuel cards must be manually assigned to your Fleetio vehicles, or if you are using WEX, cards can be automatically assigned based on the Vehicle name.

Manually Assign Fuel Cards

To manually assign Fuel Cards to Vehicles:

1. Click Fuel & Energy in the Sidebar Navigation and select the [Provider Name] Cards link for your provider.
   • For Example, if your Fuel Card provider is Comdata, you'll have an option for Comdata Cards.

2. Use Search, Filters, or the Unassigned Tab to locate the unassigned fuel card.
   • Unassigned fuel cards will be labeled as Unassigned in the Assigned Asset column.

3. Click Unassigned in the Assigned Asset column and click on an asset to assign it to the card.

Enable Auto-Assign (WEX Only)

With WEX, you can enable Fleetio to automatically map fuel card transactions to your Vehicles in Fleetio.

1. Go to your Account Menu and select Settings.

2. In the Settings sidebar, click Fuel & Energy Settings in the Fuel & Energy section.
3. Switch on the Enable Auto-assigning Fuel Cards toggle to automatically assign fuel card transactions.

4. Click the Save Fuel Settings button.

Assign Fuel Transactions to New Card

When you assign a Vehicle to an unassigned card, any unassigned fuel transactions for the card will be assigned to the same Vehicle.

Unassigned transactions are indicated in the Unassigned Transactions column on the Fuel Cards page for your provider.

Manually Assign or Delete Fuel Transactions

Manually assign or delete Unassigned Transactions, either individually or in bulk.

1. Click Fuel & Energy in the Sidebar Navigation and select Fuel History.
2. Click the More Actions Button in the top right and select Manage Unassigned Transactions for your provider.

3. Use Filters (a) to display only those transactions matching specific criteria.
4. Click the More Actions Button (b) to Assign the transaction.
   • You can also View Raw Data of the transaction or Delete it.

5. Use the Vehicle drop-down to select a vehicle, then click the Assign button.

Bulk Actions

You can assign or delete fuel card transactions in bulk by selecting them using the checkboxes (a), clicking the Actions Menu (b), and selecting Assign or Delete.

• If you select Assign, use the Vehicle drop-down to select a Vehicle and click the Assign button as shown above.

Remove Fuel Card Assignment

If you need to remove a card assignment:

1. Click Fuel & Energy in the Sidebar Navigation and select the [Provider Name] Cards link for your provider.
   • For Example, if your Fuel Card provider is Comdata, you'll have an option for Comdata Cards.

2. Use Search, Filters, or the Assigned Tab to locate the fuel card.
3. Click on the Asset in the Assigned Asset column and click on the X to unassign, or select a new asset from the list to reassign the card.

Archive Fuel Cards

You can Archive a fuel card to remove it from your active fuel card list in Fleetio.

Duplicate Cards

There are scenarios where you may see the same "masked" card number more than once. Fleetio doesn't receive a unique identifier for each fuel card. The card numbers themselves are unique, but Fleetio only receives "masked" card numbers (e.g. 1234XXXXX45689). Two card numbers might therefore appear the same. Fleetio uniquely identifies each card through a combination of the masked card number and vehicle description fields for the fuel card.

To make card assignment easier, you may change the Vehicle description in your third-party fuel card system. Here are some guidelines for setting vehicle descriptions:

• Use a unique Vehicle description for each card.
• Use something similar to the Vehicle Name in Fleetio. This will make it easier to match each fuel card with the appropriate Vehicle.

Email Notification for New Fuel Cards

By default, the Account Owner will receive a notification email as new cards are added. This is a great reminder to assign the new card to the corresponding Fleetio vehicle.

The email will list the Card Number, Vehicle ID, and Description:

Account Administrators may also enable this option.

1. Go to your Profile Menu and select Notification Settings.

2. Check the box for New fuel cards.