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Fuel Cards & Drivers

How to Look up a Fuel Card
 video

Follow these steps:

  1. Click Select Program.
  2. Choose Manage Cards from the drop-down menu, then View/Update Cards from the fly-out menu.
  3. Search for a specific card by entering the Card #, Unit #, Driver ID, Driver Name, X-Ref value, or Policy Number. Click Look Up Cards.
  4. The search results appear on the bottom of the screen.
  5. Click the desired card # to view its details.

How to Set up New Fleet One Fuel Card
 video

Follow these steps:

  1. Click Select Program.
  2. Choose Manage Cards from the drop-down menu, then View/Update Cards from the fly-out menu.
  3. Look up and select the card you want to assign. (See “Look up card”.)
  4. On the Card Details screen, set up the info needed for this card, including policy number and card status.

How to Change or Update a Fleet One Fuel Card
 video

To change the spending limit assigned to a card, follow these steps:

  1. Click Select Program.
  2. Choose Manage Cards from the drop-down menu, then View/Update Cards from the fly-out menu.
  3. Look up and select the card you want to update. (See “Look up card”.)
  4. On the Card Details screen, click Limits, then Update Limits from the drop-down menu.
  5. In the Card Limits section, edit or delete the current card limits, or add a new limit.

Change a Status for the Fleet One Fuel Card
 video

Follow these steps:

  1. Click Select Program.
  2. Choose Manage Cards from the drop-down menu, then View/Update Cards from the fly-out menu.
  3. Look up and select the card you want to change. (See “Look up card”.)
  4. Choose the new status. ACTIVE makes the card available to use. INACTIVE makes the card unavailable to use. HOLD lets you deactivate a card temporarily.
  5. Click Save.

Fleet One Fuel Card: Assign Driver's Name to a Card
 video

Follow these steps:

  1. Click Select Program.
  2. Choose Manage Cards from the drop-down menu, then View/Update Cards from the fly-out menu.
  3. Look up and select the card you want to assign. (See “Look up card”.)
  4. On the card detail screen, click Add Prompt.
  5. Select Driver Name, then click Next.
  6. Set the Validation type, then click Next. Most often, people choose Report Only, so the driver’s name only appears on reports.
  7. In Report Value, enter the driver’s name.
  8. Click Finish.

NOTE: Follow the same steps to assign a Driver ID. For the Validation type, however, choose Exact Match to make sure the Driver ID has to be entered correctly at the pump.


Fleet One Fuel Card: Add a New Card User
 video

To add a new user to your account, follow these steps:

  1. Click Select Program.
  2. Choose User Administration from the drop-down menu, then Manage Users from the fly-out menu.
  3. Click Add User.
  4. Enter the required info for a new user, including Company ID, User ID, First and Last Name, Email, and Group ID.
  5. Click Save, then confirm the information.

NOTE: Setting “Company_Admin” as the Group ID gives the user full access to the account.


Billling & Payments

Fleet One Fuel Card: How to Make Online Payments
 video

Follow these steps:

  1. Click Select Program.
  2. Choose Credit Management from the drop-down menu, then Online Payments from the fly-out menu.
  3. Set the desired Issuer ID, Bank Account #, and AR Number in the available menus.
  4. Check the statement(s) you want to make payments for.
  5. Select the date you want the payment to be made.
  6. Enter and confirm an email address. This address will receive confirmation of payment.
  7. Enter a note in the Comment field, if desired.
  8. Click Authorize Payment and confirm the payment info.

NOTE: To make any changes to your bank account numbers, please call customer assistance.


Learn How to View a Billing Statement for the Fleet One Fuel Card
 video

Follow these steps:

  1. Click Select Program.
  2. Choose Reports/Exports from the drop-down menu, then Billing Statement from the fly-out menu.
  3. Select the account number that contains the billing statements you want to view, and click Search.
  4. A list of statements displays, starting with the most recent.
  5. Click the blue checkmark next to statement to view it.

Issue a MoneyCode for the Fleet One Fuel Card
 video

Follow these steps:

  1. Click Select Program.
  2. Choose Money Codes from the drop-down menu, then Issue Money Code from the fly-out menu.
  3. Under the Contract ID drop-down, choose the account from which the money code will be drawn.
  4. In the Funded Amount field, enter the amount of the money code.
  5. In the Issue To field, enter the payee—for example, the driver or merchant.
  6. Complete the remaining fields, including Control Number, Driver ID, and Unit Number.
  7. Click Issue Money Code. The money code information displays at the top of the screen.

Controls & Reports

Manage Policies for the Fleet One Fuel Card
 video

A policy is a set of rules that govern how a group of cards behave, including where they can be used, and what products can be purchased.
To manage policies, follow these steps:

  1. Click Select Program.
  2. Choose Manage Policies from the drop-down menu, then Manage Policies from the fly-out menu.
  3. On the Policy Management screen, you can edit existing policies or create new policies.
  4. To edit a policy, select it in the Policy Number drop-down.
  5. To create a new policy, click Policy Management in the top menu, then Create New Policy.
  6. Enter a brief description of the new policy, then click Create.
  7. The new policy will now appear in the Policy Number drop-down, allowing you to select and edit it.

Fleet One Fuel Card: How to Set Policy Product Limits
 video

Follow these steps:

  1. Click Select Program.
  2. Choose Manage Policies from the drop-down menu, then Manage Policies from the fly-out menu.
  3. In the Policy Number menu, choose the policy you want to add limits to.
  4. Click Limits in the top menu, then Update Limits. The current policy limits are displayed.
  5. Click Add New Limit.
  6. Choose the desired product in the Add Limit window, and click Next.
  7. Enter the limit in the Amount field. For example, a gallon-per-transaction limit for a type of fuel.
  8. In the Hours field, enter the number of hours that must pass after a transaction before the limit is refreshed. Or, click Auto Rollover, and choose the days of the week that you want the limit to refresh.
  9. Click Finish. Any card assigned to this policy will be impacted by the change.

How to Run a Transaction Report for the Fleet One Fuel Card
 video

Follow these steps:
Click Select Program.

  1. Choose Reports/Exports from the drop-down menu, then Transaction Report from the fly-out menu.
  2. Choose Schedule report to have the report run at a future date and sent to you, or choose Immediate Report to run a report now.
  3. Choose the date range that you want to report to reflect.
  4. Use the available settings to determine how transactions will be grouped and sorted in the report.
  5. Under View Format Type, choose the format the report will be generated in, including PDF, CSV, Excel, and Text.
  6. You can also use the optional Match settings to create a report on more specific parameters, such as a particular card number, driver, region, or product types.
  7. Click Submit. When complete, you’re shown a link to download the report.

 

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