Fuel Import

This article outlines the process for importing Fuel Purchase data from Fuel Card Providers into Encompass. To ensure a successful import, the provider’s file must be a fixed-length text file and include specific data fields: Unit Code, Fuel Amount, Purchase Date, State of Purchase, and Unit Number. Files must use consistent Time Zones, match Unit Codes exactly with Encompass, and avoid punctuation in Dates, Costs, or Fuel Quantities. Once the file is prepared, a schema must be created in Encompass under Setup > Maintain Fuel Tax Info > FTM Fuel Import, tailored to the provider’s file format. For assistance with setup or running the import, Encompass Product Support can be contacted.

Note: Any fuel card provider that can provide a file meeting the specifications below can be used to import fuel purchases

In order for the import to work, the data file provided by the fuel card provider must meet these requirements:

• Fixed length text file. Excel spreadsheets, CSV files, or tab-delimited files will not work.
• All fuel purchases must be set to the same time zone in the file.
• Unit Codes must be identical between Encompass and the data file.
• Dates, costs, and fuel quantities cannot include any punctuation (Ex: Date: 08222018= good, Date: 08/22/2018 = bad, Cost: 12050 = good, Cost: 120.50 = bad).
• Data must include:
  • Unit Code
  • Fuel Amount (Gallons or Liters)
  • Date of Purchase
  • State of Purchase
• Unit number MUST be identified on each fuel transaction (only having the driver will not be sufficient).

Once the import file has been obtained from the provider, a schema needs to be added for the fuel to import into Encompass. The schema will be specific to the file setup for your provider. This schema is added in Setup > Maintain Fuel Tax Info > FTM Fuel Import. Click Add new...

For directions on running your import or for help setting up and import, contact Encompass product support at 1-800-327-1342 or support@jjkeller.com.