Importing Fuel Files

Invoices from Fuel Vendors typically include files containing a more detailed breakdown of fuel stops and purchases. And while it might be nice to record that information in Tailwind, entering it manually is likely to be quite time consuming. Instead, Tailwind provides a tool that allows you to import the fuel file directly. The Fuel Import tool will automatically create a Bill for the fuel vendor in question, while also adding Fuel Stops to your Equipment records.

Fuel Providers we integrate with:

Fuel Vendor: File Type:
Comdata  File FM01 – Comma-Separated Delimited   
EFS 110 file format or 111 file format 
Fleet One File Type 35 
Fying J Administered by EFS 
Husky  Invoice Detail CDF Format 
BVD See instructions below. ** 
MultiService Need to request the “Tailwind” format enabled for your account 
QuickQCSV file format

** From to the BVD website:   

  1. Click on Reporting 
  2.  Click on Template 
  3. Select the “Old Template CSV” 
  4. Click on Save and Run 
  5. Enter the report name 
  6. Select the “Company ID/name” 
  7. Select the Start and End date 
  8. Select export type “Fuel & cash transaction” 
  9. Select the “Country” 
  10. Select the “Currency” 
  11. Group by Card number and order by Date 
  12. If you want report for specific unit or card: Select Card number/ UNIT/ Driver name under  Match by optional 
  13. Click on ” Save& Export” 
  14. Click on “View Exported Reports” 
  15. Click on Download 

Setting Up – Fuel Expense Items

Before you can start using the Fuel Import tool, you will need to create several Expense items to be used that will allow you to allocate your fuel costs and related items.

  • Fuel – Gallons
  • Fuel – Litres (Only if you purchase fuel in Canada)
  • Cash Advance (Only if you allow cash advances on your cards)
  • Oil & Additives
  • DEF – Gallons
  • DEF – Litres
  • Fuel Transaction Fee
  • Fuel Rebates

Whether you use all of these items is up to you, but you will need to have some Expense items in place to associate with the costs that are being imported from the fuel record – otherwise, you will end up with Bills in your system that do not represent the full cost of your fuel card invoices.

Setting Up – Fuel Cards

Fuel cards will be associated to the equipment record of the tractor.  You can instruct your drivers to ensure that they enter their unit number at the pump to ensure the fuel purchase is proper associated to the correct tractor. Enter the full fuel card number here:

Using the Fuel Import Tool

To use the tool, start by locating the Fuel Import link in the Tools section of the left navigation menu. This will bring up the Fuel Import tool page.

File Type and Vendor

Begin by selecting the File Type that matches the fuel file you want to import. Next, select the Vendor to which you want to assign the resulting Bill.

General Information

Continue by filling out the remaining general information fields. The ‘Reference Number’ field will appear on the resulting vendor Bills, and is generally used for recording the associated Invoice number.

Tractors

By default, the tool will allocate imported fuel stop data to different tractors based on their assigned fuel cards.

Allocating Expense Types – Fuel Vendor

Once you have filled out the General Information, continue to the section labeled ‘Fuel Vendor’ below. This is where you assign Expense Types to the different line items that will be generated on the vendor Bills. For example, you will probably want to assign the ‘Fuel (Gallons)’ and ‘Fuel (Litres)’ (if applicable) to a matching ‘Fuel’ Expense type. If you do not have an applicable Expense Type, you can always create a new one.

Note that you can select ‘Skip’ as an Expense Type if you want to exclude those charges entirely — they will not be included in the vendor Bill.

Deductions – Drivers, Owner/Operators

The remaining two sections are only used if you are passing some of the costs along to your Drivers or Owner/Operators.

In most cases you will still want to use the same Expense Types, in which case you can use the ‘Copy From Fuel Vendor’ button to quickly duplicate the assignments you have already made.

Import the Fuel File

When you have filled out all the necessary fields, click the ‘Import Fuel Card File’ button at the bottom of the page. This will open a Browse… dialog from which you can locate and select the fuel file you want to import.

Once you select the file, the import process will begin.

Unassigned Fuel Cards

Once the file is imported, a box will appear showing any Fuel Cards that appear in the fuel file but are not associated with any records in Tailwind. For each card, you will have the option to associate it with either a Personnel or Equipment record, depending on how you have decided to organize your fuel cards.

If for whatever reason you decide not to leave a fuel card unassociated, the tool will still be able to create the Vendor Bill – however, it will not process any deductions related to that card, or create Fuel Stops on the appropriate Equipment.

Once all the cards are assigned, click on the final ‘Process’ button at the bottom of the page. You will be asked to confirm the import – click yes to complete the process.

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