Setting Up Vehicle Records

There are three data items in the vehicle record that may need to be set up before you start using the EFI program: 1) average miles per gallon for the vehicle, 2) the fuel taxable flag, and 3) the vehicle cross-reference number. All three items can be found in the Fluids tab in the vehicle record (MVM).

Vehicle Average MPG (1)

The vehicle average MPG is used to calculate the number of reasonable mileage and maximum mileage, or fuel gallons allowed for a vehicle. The calculation takes place each time a fuel transaction is processed in EFI (FFEP). Vehicle meter readings may or may not be updated based on the calculated results. The reasonable and maximum ranges allowed are determined by the percentage specified in the EFI Process Settings window (FFEM). Reasonable and maximum mileages are calculated as follows:

Gallons x average MPG x allowable percentage

Reasonable and maximum fuel gallons are calculated as follows:

Distance Traveled + average MPG x allowable percentage

Messages will be printed for fuel transactions containing mileage and/or fuel gallons exceeding the calculated maximum allowable quantity. Refer to "Special Process Messages" in Chapter 3 for detailed information.
To ensure proper calculations take place, enter the average MPG for all vehicles that will be processed in EFI. If the average MPG is not specified (i.e. the field will show a value of 0.000), the EFI program will use 12 as the default MPG value when performing calculations.

Vehicle Fuel Taxable Flag (2)

The RTA system has the ability to track fuel taxes. By default, when a new vehicle is added to the RTA system, it will be marked as fuel taxable. If you do not wish to track fuel taxes, clear the checkbox. When a vehicle is flagged as fuel taxable, tax records will be written each time a fuel transaction is processed. Tax records contain vehicle information, miles traveled, and the quantity of fuel purchased in each state. Month-end and quarterly fuel tax reports can be generated in the RTA system based on the data written in the tax records (RFF, RFV, RFS).

Vehicle Cross-Reference (3)

Many times the vehicle numbers from the fueling system will not be the same as the vehicle numbers in the RTA system. For example, a vehicle may be numbered 00123 in the fueling system, but numbered 123A in the RTA system. A cross-reference will need to be set up in order to indicate that vehicle 00123 and 123A are actually the same vehicle. NOTE: If the vehicle numbers in your fueling program and RTA are identical, you do not need to set up vehicle cross-reference numbers.
Cross-reference numbers are set up in the RTA vehicle record in either the Fuel xref field OR in the Unit xref field, not both. The Fuel xref field is found in the Fluids tab (as shown previously); the Unit xref field is shown in the area above the various tabs. Cross-references for all vehicles must be set up the same way. In other words, the Fuel xref field cannot be used for one vehicle and the Unit xref field for another—they must all use one field or the other. You will need to specify, in the EFI switches (FFEM), which cross-reference number will be used: Fuel or Unit. Select Fuel if you will be using the Fuel xref field; select Unit if you will be using the Unit xref field.
After all the cross-references have been set up in the vehicle records, a utility program needs to be run to create the vehicle cross-reference file used by the EFI program. To run the utility program, refer to the section corresponding to the cross-reference field you are using.

Running the Create Fuel Cross-Reference Utility

If the EFI cross-reference field is being used to reference the vehicle numbers from the fueling system, you'll need to run this utility program prior to loading and processing EFI transactions to ensure the vehicle cross-references will be recognized.

Select System > Utilities > Vehicles > Create Fuel Xref from the RTA main menu (STVX).
Read the message displayed and choose Yes to continue.
Select a radio button to specify whether to create the fuel cross-references by using the Fuel xref or the primary vehicle number. Choose Cross Reference Number to use the existing data in the Fuel xref field.
Enter the starting and ending facility number or press F1 to make the selection from the lookup list.
When the process is complete, review messages and/or reports generated.

Running the Unit Cross-Reference Utility

If the Unit xref field is being used to reference the vehicle numbers from the fueling system, create the vehicle cross-reference file by completing the following steps: