Fill-Rite FMS Integration

Fill-Rite’s Fuel Management System (FMS) is an onsite fuel management system that combines hardware, a mobile application, and a web portal to give you real-time control over your fuel. 

Included Features

• New fuel transactions will create new Fuel Entries in Fleetio. Transactions are updated hourly.
• Updates to existing fuel transactions in Fill-Rite FMS will update Fuel Entries in Fleetio hourly.
• Fleetio will detect invalid Meter Readings and automatically mark them as void. Receive an email notification each day for Auto Voided Fuel Entries, with quick links to easily correct them.

Preparing your Vehicles

Before you begin, it's important to make sure your vehicle VINs and Vehicle Names in Fill-Rite FMS match the VINs and Vehicle Names in Fleetio.

• Fill-Rite FMS uses the VIN to match vehicles in Fill-Rite FMS to vehicles in Fleetio.
• If no matching VIN is found, Fill-Rite FMS will attempt to match using the Vehicle Name.
• If there is no match for the VIN or Vehicle Name, the fuel transaction will be unassigned in Fleetio.

Set Up Fill-Rite FMS Integration

In Fleetio:

1. Click Integrations in the Sidebar Navigation.

2. Click My Integrations (a) in the Integrations Directory sidebar.
3. Click the + Add Integration button (b) in the top right and select Fuel Integration.

4. Click Fill-Rite FMS in the Fuel Card Providers list, then click Connect Fill-Rite FMS.

5. Enter your API Access Token and API Refresh Token
   • You can find your API Access Token and API Refresh Token in the API section of the Fill-Rite FMS portal.

6. Click the Add Fill-Rite FMS Fuel Card Account button.

Manage your Fill-Rite FMS Integration

Unassigned Transactions

As stated above, if there is no VIN or Vehicle Name match for a fuel transaction, the transaction will be unassigned in Fleetio. You can assign these transactions from the Fuel History Index.

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 Fill-Rite Transactions.

3. Use the Filters (a) to narrow the transaction list if needed.
4. Click the More Actions Button (b) for the fuel transaction and select Assign.

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

You can also assign transactions in bulk.

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

3. Select a Vehicle using the drop-down menu and click the Assign button.

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 your Fill-Rite FMS 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.