EFS Fuel Card Integration

Fleetio integrates with EFS (a subsidiary of WEX) for Fuel Card integration. A list of supported EFS-branded cards can be referenced here.

Frequency

Fleetio connects to EFS to retrieve any new fuel transactions every five minutes.

• In most cases, any new transactions that occurred within the previous five minutes will then be imported as fuel entries within Fleetio.

The exception is that some fuel vendors/gas stations do not post fuel transactions until the end of the day (midnight). While this is rare, Fleetio will still receive the fuel transaction details, but you may experience a delay of several hours.

How to Set Up EFS

Log in to eManager

1. Go to http://www.efsllc.com.
2. Hover over the Login area on the upper right-hand corner.
3. Click <eManager> in the drop-down menu.
4. Enter your User ID and password.
5. Click Logon.

Access the Data Sharing Preferences Page

1. Hover over Select Program in the upper right corner.
2. Select Data Sharing Preferences.
3. To add a Data Sharing Partner, select Fleetio from the drop-down list.
4. Then, select Add.
5. To remove a Data Sharing Partner, select Remove in the grid at the bottom of the page.

Fleetio Integration Setup

1. Click Integrations in the Sidebar Navigation.

2. Click Fuel Cards in the Integrations Directory sidebar.

3. Locate the EFS tile and click the Connect button.

4. Enter the EFS Data Feed User and Password provided to you by EFS.

5. Click Add EFS Fuel Card Account.

Fleetio will attempt to use the credentials to connect to EFS. If successful, the integration setup will be saved and new transactions will begin to import over. If there is an error connecting the credentials with EFS, you will receive an error message and have the opportunity to correct the login information.

How the Automatic Transaction Mapping Process Works

In EFS, nothing is mapped based on the fuel card numbers themselves. Fleetio has implemented automatic mapping to leverage what EFS calls a Prompt.

• The Prompt is a question that the vehicle operator is asked to key in on the fuel pump itself when they purchase fuel.
• Fleetio uses the Unit Prompt from EFS to attempt to match that Unit number to the Vehicle name within Fleetio.
• If the operator does not enter a Unit Number at the time of purchase or if the Unit Number does not match the name of a Vehicle within Fleetio, an Unassigned transaction will be created.

Automatically Void Meter Entries

By default, Fleetio creates Meter Entries for each Fuel Card transaction, but you do have the option to automatically void meter entries from this fuel integration. These meter entries can be manually un-voided as needed.

To auto-void meter entries:

1. Click Integrations in the Sidebar Navigation.
2. Click My Integrations in the Integrations Directory sidebar.
3. Click the More Actions Button for the EFS account and select Edit.

4. Click the Auto-Void Meter Entries checkbox.

5. Click the Save button.

Once enabled, Fleetio will automatically void meter entries from this fuel integration with a void reason of 'Meter Source Disabled'.

If you need to unvoid a meter entry, follow the process in Meter Entry - Mark as Void, Un-mark as Void.

Manage Unassigned Transactions

You can review your unassigned transactions and manually assign or delete them 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 EFS Transactions.

3. Filter (a) the list of transactions if needed.
4. Click the More Actions Button (b) for the transaction and select Assign.

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

Bulk Actions

You can also assign transactions in bulk.

On the Unassigned EFS Transactions index:

1. Use the checkboxes (a) to select the transactions to assign.
2. Click the Actions Menu (b) and select Assign.

3. Select the Vehicle to assign and click the Assign button.