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After loading fuel transactions, the next step is to review the transactions and make changes as needed. It is important to not skip this step because the load process does not validate incoming data such as vehicle numbers, pump numbers, meter readings, product codes, fuel quantities, or fuel prices.
Reviewing Exceptions
After uploading your fuel file successfully select Next or Fuel > Review Exceptions.
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Review the fuel transactions looking for the correct:
Vehicle Number
Quantity
Price
Odometer
Make any necessary changes following the steps below
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Common Exceptions
Message | What it means | What to do |
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Vehicle Not Found | The Vehicle Number or Card Number coming from the Fuel System Does not match an RTA Asset Number or Cross Reference Number | Three General Fixes:
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Inconsistent Fuel Type | The Fuel Transaction Fuel Type Does not match the Primary Fuel Type set in the Asset Record | If you did not initially set the Fuel Type in the Asset File then set it. See Setting the Fuel Type from the Fluids Panel in the Asset File |
Fuel quantity greater than tank capacity | The Fuel Transaction has a greater fuel quantity then the Vehicle can physically hold (Tank Size) | If the Asset did not have a tank capacity setup initially you will want to do this first. See Setting the Tank Capacity from the Fluids Panel in the Asset File OR There may be truly be an issue with the Fuel Transaction |
Meter exceeds allowable mileage limit | The Miles/Hours/Kilometers traveled for the Fuel Transaction Exceeds the “Maximum” Factor (Typically set behind the scenes to 3X) based on the Expected Average MPG Set in the Asset File | First if the Asset was not set with a suggested Average MPG then you will want to make sure you have a good number in each Asset Record. Setting the Average MPG from the Fluids Panel in the Asset File This also may reflect an odometer issue in the Fuel Transaction itself or an Odometer issue in the Asset File |
Mileage high for average mileage | The Miles/Hours/Kilometers traveled for the Fuel Transaction Exceeds the “High” Mileage Factor (Typically set behind the scenes to 1.5X) based on the Expected Average MPG Set in the Asset File | First if the Asset was not set with a suggested Average MPG then you will want to make sure you have a good number in each Asset Record. Setting the Average MPG from the Fluids Panel in the Asset File This also may reflect an odometer issue in the Fuel Transaction itself |
Mileage Low for average mileage | The Miles/Hours/Kilometers Odometer Reading coming in from the Fuel Transaction is less then the current Fuel Meter Reading in the Asset File. | This is usually indicative of a Fuel File loaded out of sequence. For Example Loading Wednesday Fuel file before loading Monday’s of the same week. The Wednesday readings have already updated. Thus pulling Mondays fuel at lower readings would throw these exceptions. OR again is could be an Odometer issue either in the Asset File or the Fuel Transaction File |
Making A Correction
Occasionally there are errors in the fuel file, either an incorrect vehicle number or an extra zero on the odometer. To make a correction on a transaction:
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Select review from the action column to the right of the transaction
Make the necessary changes
Exception Examples:
Here are a few Examples of exceptions you would see:
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Select Next or Fuel > Process EFI to go on to next step
Skipping an Exception
Occasionally there are errors in the fuel file, either an incorrect vehicle number or an extra zero on the odometer. To make a correction on a transaction:
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