Note: Some features in this page are due to be deployed on 04/11/2026 and not currently available

Qualifiers

1. You have a fuel transaction file from one of your card suppliers

2. It is in the proscribed format and file type.

3. Visit the Interfaces / Card Services page for a list of the supported interfaces and links to their pages.

4. Each interface page describes its file type and format.

Process

1. Go to Fleet / Card Services → Transactions

2. Click on Card Interface - Enter or lookup the interface for this file. Sometimes the description will have a comment on the required file type for this import. e.g. csv, txt.

3. Import File - Drag and drop, or browse to import the file.
   The file can be one of the following formats: .csv, .txt, .dat, .zip, .gz, or .tgz.
   Zipped files are recommended for large files.
   An apostrophe can be included in the file name without affecting the import process.

   Only one file can be imported at a time.

4. Click on Upload

5. Invoice Date - if the file does not contain a stored invoice date, you will be prompted to enter this.

6. Invoice Number - if the file does not contain a stored invoice number, you will be prompted to enter this.
   The invoice date and invoice number are added to the maintenance records and as details in Purchase Ledger (PL) accounting export files.
   The transaction date is recorded as the "Odometer Date" and is used in most fleet management reports.

Cards created automatically

When a transaction's card number has no card record for that supplier, Catch-e can create the card automatically, as long as the transaction's registration identifies exactly one suitable contract. This removes the need to create each card by hand.

Switch it on

This is controlled by the global control feature_auto_create_card_on_fuel_import_flag (module fm). It is set to no for every site.

• If you have access to Global Controls, you can switch it on or off yourself.

• Otherwise, contact Catch-e Support to have it switched on.

The setting applies to the whole site, for all three ways transactions are validated: importing a file, running Check, and a scheduled import.

When you first switch it on: the next Check creates a card for every qualifying 'Failed Card' transaction at once. If you have many, review the new cards on the Cards screen afterwards.

When a card is created

A card is created only where all of the following apply:

1. No card for that supplier already carries the card number, whatever that card's status.

2. Within the import or Check, that supplier's card number appears against only one registration. Transactions with a blank registration are ignored when counting.

3. The registration isn't blank and isn't longer than a contract's registration can hold.

4. The registration matches exactly one contract at Active or Due Off status.

5. That contract's Contract Type has a Fuel line on its Expenses-Approvals tab.

Registrations are matched ignoring upper and lower case and any spaces before or after them. Spaces and hyphens within the registration must match exactly.

A registration shared by one Active contract and any number of Order, Suspended or Terminated contracts still counts as a match. A registration shared by two Active or Due Off contracts does not, even if only one of them has a Fuel line.

When a card is not created

The transaction stays at 'Failed Card', for you to fix as described in Fix transactions that have a Failed Card, where:

• the transaction has no card number

• the card number appears against more than one registration for that supplier

• no Active or Due Off contract has the registration, or more than one does

• the matched contract is at Order, Suspended or Terminated status

• the contract's Contract Type has no Fuel line on its Expenses-Approvals tab (a Fuel line only on the Accruals, Expenses-Other or Rental tab doesn't count)

What the card looks like

A note is added under the card's Details notes:

Created automatically during fuel import on dd/mm/yyyy from a transaction dated dd/mm/yyyy, matched to the contract by registration ABC123.

If none of the transactions has a valid date, the note leaves out "from a transaction dated ...".

The note is recorded against the person who saved the import or ran Check. For a scheduled import, it is recorded against the person who pressed Run Now, otherwise the site's scheduler user, or the admin user if there's no scheduler user.

Every transaction from that supplier with that card number is then linked to the new card, including any with a blank registration.

How it works on each route

Importing a file on the Transactions screen

• The preview after validation still shows 'Failed Card' for these transactions.

• The card is created when you click Save, and the transactions are saved linked to it.

• If you cancel, or the save fails, no card or note is created.

Running Check on the Transactions / Batches tab

• The card is created and the transactions are linked in the same Check.

• A transaction that didn't qualify earlier, for example because its contract has since become Active, has its card created at the next Check.

Scheduled import

• Works the same way as importing a file, with the import saved straight away.

Other validation still applies

Creating the card only resolves the unknown card. Each transaction still goes through the usual validation checks, so it may still end at another outcome, such as 'Failed Product'. Once posted, its fuel cost is charged to the matched contract.

Fix transactions that have a Failed Card

Why this happened

1. The imported transaction belongs to a card that does not have a record in the system

2. You have imported a fuel transaction file and it is at 'Pending' status

3. The Transactions / Batches screen contains transactions with a Validation of 'Failed Card'

What to do

1. Go to the Fleet / Card Services → Transactions / Batches tab

2. Validation - choose 'Failed Card'

3. Click Go

4. Click on the Card Number hyperlink of the first record to navigate to the Create Card pop-up.
   This pop-up is the Card Services / Cards screen in Edit mode with the "Card Number" populated.

5. Contract ID - enter or lookup the required contract

   1. If the transaction has a Reg Number that matches the one in the transaction, the values above will be populated when this pop-up opens

   2. Review and change the Contract ID if it is not correct

6. Date Activated - enter if known

7. Date Inactivated - enter if known

8. Expiry Date - enter if known

9. Sub Status - this is left blank. The field is usually used in automated Card Ordering and Terminating processes

10. Status - this should default to 'active' and cannot be edited

11. Notes: - enter any notes you want to make about this record

12. You will be returned to the Transactions / Batches tab

Fix transactions that have a Failed Product

Why this happened

1. This will happen if the product stored in the transaction is not mapped in the Card Interface.

2. Either you are using the interface for the first time or

3. The card provider has added or renamed product codes

4. If automatic card creation is switched on for your site, Catch-e creates the card for you where it can identify the contract. The transactions left at 'Failed Card' are the ones it could not match. See Cards created automatically above.

5. You have imported a fuel transaction file and it is at 'Pending' status

6. The Transactions / Batches screen contains transactions with a Validation of 'Failed Product'

Identify the missing products

1. Go to the Fleet / Card Services → Transactions / Batches tab

2. Validation - choose 'Failed Product'

3. If there's only a couple of failed transactions

4. Click on Batch-Item of the first record to navigate to the Transactions / Transaction tab, which shows this record in detail.

5. Note the displayed Product Code

6. If there are many failed transactions (indicating a number of products that need to be added)

7. Export a CSV file

8. Sort the spreadsheet by product and consolidate into a list

9. Use this list to compile the information you need (steps below) to update the Card Interface mapping

10. Using this information, look at the raw file you imported and other channels to decide what kind of product this is

Find or create the required VMRS codes

1. Each new product will need a matching VMRS code in the Card Interface mapping

2. Go to the Fleet / Controls / Maintenance → VMRS codes / Details screen

3. Search for and note a suitable VMRS record to use with this product

4. If one can't be found, create a new one

Enter new card interface products

1. A new interface mapping record needs to be added for each card services product

2. Go to Fleet / Controls / Interfaces / Card Services

3. Card Interface - enter or lookup the required code

4. Navigate to the Card Services / Mapping tab

5. Product Code - enter the new product code.

6. Description - enter the suppliers product description

7. Class - enter the class you want this product to be allocated to

8. VMRS - enter the VMRS code that is suited to this product

Re-check your pending card transaction batch

1. Go to the Fleet / Card Services → Transactions / Batches tab

2. Check if the validations are all fixed

To Card Services

Card Interfaces

• 7ELEVEN — The 7ELEVEN card can be used for purchasing fuel as well as a range for vehicle services such as maintenance, tyres, scheduled services etc. The file format must be .txt, i.e. Text (Tab Delimited). Column headings are expected in the file a well as three account opening and closing balances.

• BP — Fuel and services format 16 file.

• BPNZ — Fuel and services restricted to BP NZ outlets only.

• CALSF — One of the Ampol interfaces. This includes vehicle servicing from authorised centres (e.g. Dealerships).

• CALNP — One of the Ampol interfaces. The transactions are restricted to those generated at Ampol outlets. This is an alternative interface to 'CALNS'.

• CALNS — One of the Ampol interfaces. The transactions are restricted to those generated at Ampol outlets. This is an alternative interface to 'CALNP'.

• CHARGEFOX — This interface imports fuel transactions via fuel import file. This file must be in .csv format.

• CLINK — Toll charges invoiced by Linkt. Unzip the .zip file supplied and import the .CSV file. Lint

• CUSTA — This interface imports all vehicle contract related transaction types from the standard Custom Fleet text file.

• EVIE — This interface imports electricity charges via an import file. This file must be in a .csv format.

• FLEETA — This interface imports all transaction types from the standard Fleet Card text file. Interface was formerly named CUSTA.

• FLEETO — An electronic version of their invoice which includes fuel and servicing transactions. Lease rental charges etc are excluded. Interface was formerly named CUSTO.

• FLEETCOR — This interface imports fuel transactions via fuel import file. This file must be in .csv format.

• FLEETCORD — This interface imports fuel transactions via fuel import file. This file must be in .dat format.

• FPART — This interface accepts the standard FleetPartners .csv electronic invoice file.

• FSMART — Interface used in New Zealand for fuel and servicing.

• MOBIL — The Mobil interface for Fuel and services restricted to Mobil outlets only.

• MOBILNZ — The Mobil interface for Fuel and services restricted to Mobil outlets only and tailored for use in New Zealand.

• MPASS — The WEX Motorpass (WEX) card can be used for purchasing fuel as well as a range for vehicle services such as maintenance, tyres, scheduled services etc. This interface is used to upload "E05" format files. The file format must be .txt, i.e. Text (Tab Delimited). Column headings are expected in the file but not account opening and closing balances.

• MPASS07 — This interface is used to upload WEX Motorpass (WEX) format files., previously referred to as "E07". WEX has recently (from before 01/07/2021) changed the file format to "E17". The "E17" file format must be .txt, i.e. Text (Tab Delimited). Note the E07 file format will fail as it has 31 columns, ensure you use the E17 file format which has 30 columns.

• NAB — The NAB interface can be used to import charges as fuel expenses from a spreadsheet derived from NAB internet banking site. The .xls file needs to be saved as .csv prior to importing.

• ORIX — Raw data sheet from the Orix excel Tax Invoice. Save As .txt Tab Delimited. Orix

• PUMA — The Puma card can be used for purchasing fuel as well as a range for vehicle services such as maintenance, tyres, scheduled services etc. The file format must be .txt, i.e. Text (Tab Delimited). Column headings are expected in the file a well as three account opening and closing balances.

• REIMBURSE — Set up requirement to facilitate the completion of Claim Reimbursements via the Contracts / Claim tab.

• SGFleet — Xls File format, convert to tab delimited .txt before importing.

• SHELLBDD — Bulk Data Download (BDD) File format for fuel and services restricted to Shell outlets only. This interface is no longer supported by Shell Australia. The interface was abandoned by Shell and ultimately was never properly released in Australia. This interface should not be used.

• SHELL — EC File format for fuel and services restricted to Shell outlets only.

• SHELLC — EC File format for fuel and services having been run through the conversion program supplied by Shell (decomissioned by Shell 24/6/2013).

• SHELLO — Legacy format for fuel only.

• SMARTFLEET — File received from SmartFleet and should be saved in .csv format.

• SMR — Service, Maintenance and Repairs Data to be used in conjunction with either Redbook or Glass's Vehicle Data.

• SUMMIT — The Summit interface imports their tax invoice. This is received as a .xls file and needs to be saved as a Text (Tab Delimited) .txt file.

• TFS — The TFS interface can be used to import lease and other charges from the TFS supplied spreadsheet. The .xls file needs to be saved as .csv prior to importing.

• TROPIC — Use this interface to import fuel charges using the *.csv file supplied by Tropic Petroleum.

• UNITED — CSV (or CSV zipped) file formats only for United.