Fuel - Process EFI

The process routine takes the loaded EFI data and updates the data in RTA—just as if the fuel tickets had been entered into the RTA system manually. The difference is that instead of taking a few hours, hundreds of transactions can be processed in only a few minutes! As long as there are no problems with the transactions processed, the vehicle meter reading, fuel usage, and fuel cost will be updated.

Open the screen

1. Select Fuel > Process EFI from the side bar. The app bar reads Review/Process EFI. The screen also opens by itself after you load a file and review exceptions in one pass.

2. The grid opens on Unprocessed transactions. Use the toggle above the grid to show Processed or All instead.

Processing and deleting need the EFI edit permission. With view-only EFI access you can filter, review and export, but Process and Delete unprocessed transactions are disabled.

Choose the date scope

The FILTER BY button above the grid sets the date scope. The line beside it, Showing:, tells you the current one.

The date scope applies to the grid, to Process, and to Delete unprocessed transactions.

Find what needs attention

Two chips sit beside the toggle. They appear only when the grid has transactions of that kind:

• Errors (n) — transactions with an error-level exception or a process error.

• Warnings (n) — transactions with a warning-level exception.

Select a chip to show only those transactions; select it again to clear it. You can turn both on at once. The count on each chip is taken across the whole set, before the chips themselves narrow it, so it does not change when you select the other chip.

When the exception indicators are enabled for your company, a warning or error icon also appears beside the affected value in the row — the asset, the odometer or the quantity. Hover over it to read the exception.

Read the totals

The bar at the right of the controls shows Transactions, Qty and Cost for everything the grid is currently showing. The totals cover the full filtered set, not only the rows that have scrolled into view, and they update when you change the toggle, a chip, the date scope or any column filter.

Show the current fuel meter

The grid has a Current Fuel Meter column that is hidden by default. It shows the asset's fuel meter reading as it stands now, so you can compare it with the Odometer the fuel system sent before you process. Open the column chooser from the toolbar menu and switch the column on. It is read-only.

Export what you are looking at

Select the toolbar menu in the top right and choose Export To Spreadsheet or Export To PDF. The export contains the rows the grid is showing — the same toggle, chips, date scope and column filters apply. Export To Spreadsheet is available when spreadsheet exports are enabled for your company.

Process the transactions

1. Select Process.

2. Read the prompt. It names how many transactions will be posted:

• With no warnings or errors in the set: "You are about to process n fuel transactions. This will post odometers, fuel costs, and quantities to the assets listed."

• With warnings or errors in the set: "You are about to process n fuel transactions, including e with errors and w with warnings. This will post odometers, fuel costs, and quantities to the assets listed." Clear the exceptions first if you do not want them posted; see Fuel - EFI Review Exceptions.

1. Optional: tick Include Assets Not Found to post transactions whose asset Fleet360 could not match. Use this when you track fuel for assets you do not maintain in Fleet360.

2. Select Process to confirm. A progress bar runs while the transactions post. When it finishes, the prompt reports how many were processed, how many were processed with errors, and how many were not processed. Select Continue.

What Process includes. Process posts every unprocessed transaction inside the date scope and your column filters. It does not follow the Unprocessed/Processed/All toggle or the Errors/Warnings chips: narrowing the grid to errors does not narrow what is processed. The count in the prompt is the count that will be posted — check it before you confirm.

Delete unprocessed transactions

Use this to discard transactions that should never post, for example a file loaded twice or a batch of rows with the wrong asset numbers.

1. Narrow the grid to the transactions you want to remove. Unlike Process, Delete does follow the Errors and Warnings chips as well as the date scope and column filters.

2. Select Delete unprocessed transactions.

3. The prompt reads "You are about to delete all unprocessed transactions based on your filters." Select Delete to confirm.

Only unprocessed transactions are deleted; processed rows are never touched. If nothing matches your filters, nothing is deleted. To remove a single transaction, use the Delete button in its row instead.

Once the EFI transactions are processed, be sure to review them for any process errors.

Read the chart below to view the errors