Sometimes duplicate Fuel Entries get added in Fleetio. It can happen if the same transactions are included in multiple data imports or if an operator records an entry at the pump and then again later when transferring paper receipts into Fleetio. You can retain the integrity of your data by eliminating these duplicate entries.
PERMISSIONS: Account Owners, Administrators, and Regular Users with the "Edit Fuel Entries" role permission can find and merge duplicate fuel entries. See User Roles & Permissions for more information.
A duplicate transaction is defined as any two (or more) Fuel Entries recorded with the same criteria as follows:
- Vehicle + Date/Time
- Date/Time + Volume + Total
In the scenario below, shown from the Fuel History Tab on the Vehicle Details Page, you can see that two March transactions have been entered twice.
To find and resolve duplicates:
- Click Fuel History in the Sidebar Navigation to view the Fuel History Index.
- Click the Actions Drop-Down Menu, then select Find Duplicates.
- (Optional) Filter duplicates using the Find duplicates by drop-down "Vehicle + Date/Time" or by "Date/Time + Volume + Total."
- Review each set for legitimate entries. For duplicates, choose to either Merge All Duplicates (a) or click Merge Set (b) to handle each set individually.
- If a legitimate transaction is flagged as a possible duplicate, you may wish to Edit (c) the Fuel Entry to adjust the entry values. For example, two different transactions for the same Vehicle on the same Date may simply need the Time adjusted in order to be recognized as non-duplicates.
- After completing the merge or edit process, no results will be displayed.
Part of the Merge process includes re-running fuel calculations to account for any changes in values. Thus, returning to the Fuel History screen, you will find MPG and cost calculations for merged transactions updated accordingly.
